The NIVOMAX Viewer (Web and Desktop Editions) allow users to attach files to Table of Contents (TOC) document nodes. Attached files are synchronized across all viewer installations set up by the same user, including the NIVOMAX Web Viewer.

NOTE

The file attachment feature is available only for authenticated users and is not available on the NIVOMAX Network Edition, as Network Client users access the tech pubs libraries anonymously.

Personal File Attachments

Personal File Attachments are managed using the File Attachment tool in the Right Slider Feature Panel. To access the tool:

1. Click the Attachments icon in the Tab Toolbar.
2. The tool opens to the List of Attachments tab by default.

Supported File Types and Size Limits

• Permitted File Types: .mp3, .mp4, .zip, .bmp, .gif, .jpeg, .jpg, .png, .pps, .ppt, .pptx, .xls, .xlsx, .doc, .docx, .pdf, .rtf, .txt
• Maximum File Size: 20MB

Attaching a File to a Document Node

1. Navigate to the document you want to attach a file to.
2. Click the Attachments icon in the Tab Toolbar. The tool opens with the List of Attachments tab active.
3. Click the Create Attachment tab.
4. Enter a custom title in the Title input field.
5. Enter a custom description in the Description input field.
6. Use the Document upload area to attach a file:
   • Drag and Drop: Drag the file to the upload area.
   • Click to Browse: Click to open your device’s file system and select the file.
7. Click the SAVE button to save the attachment.

Note: Click the RESET button to reset the form fields.

Managing Attached Files at Document Node

1. Navigate to the document with the attached files.
2. Click the Attachments icon in the Tab Toolbar. The tool opens with the List of Attachments tab active.

Quick Action Controls

Quick Action Controls for Personal File Attachments appear as a small toolbar located at the top of the Right Feature Panel when the Personal File Attachments feature is active.

• Filter Input Field: Filter attachments using the input field labeled Filter Attachment List.
• Sync Icon: Click to manually Sync files with the NIVOMAX online server, only available on the Desktop Edition.
• Delete All Icon: Click to Delete all attachments present on the Document Node.
  • Select the checkbox Delete all synced instances of this file when online for a global delete when the Viewer is offline or does not have an active internet connection.
  • Click YES to delete or NO to cancel.
• Refresh Icon: Click to Refresh the attachment list.

File Attachment Block

Each File Attachment Block is divided into two sections:

• Source Document Metadata: Displays information about the document from the TOC.
• Attached File Metadata: Displays information about the attached file. This section can be shown or hidden using the More/Less link.

Source Document / File Meta Data

• Title: User-defined title for the Source Document. If no title is provided, the system defaults to the attached file’s name.
• Library: Name of the Library to which the file is attached.
• Manual (or Publication for S1000D): Name of the Manual (or Publication for S1000D) to which the file is attached.
• Page Block Path (or DM Code for S1000D): Chapter number for ATA-100 libraries or Data Module Code (DMC) for S1000D libraries.
• Page Block File (or DM File for S1000D): Filename of the Source Document.
• Page Block Title (or DM Title for S1000D): Title of the Source Document.
• Description: User-provided description for the File Attachment Block.

Attached File File Meta data

• Attached On: Date the File Attachment Block was created.
• File Name: Name of the Attached File.
• Size: Size of the Attached File.
• Synced: Indicates whether the attachment is synchronized online.
• Status: Status of the attached file.
• Attached Using: Displays the Viewer (Web or Desktop Edition) used to create the File Attachment Block.

Block Tools

• Download Icon: Click to Download the attached file.
• Delete Icon: Click to Delete the attachment. A confirmation dialog box appears:
  • Select the checkbox Delete all synced instances of this file when online for a global delete when the Viewer is offline or does not have an active internet connection.
  • Click YES to delete or NO to cancel.

Accessing All Attachments (Global View)

1. Click the List of Attachments icon in the Main Toolbar to view a global list of all user attachments.
2. The behavior of the List of Attachments depends on where it is accessed from:
   • From Within the Workspace Interface: The list will open in a new tab within the Workspace Interface.
   • From the Manual/Publication List or Library List: The list will open in its own dedicated interface, separate from the Workspace Interface.

Interaction with Attachments

• Users can click on the Source Document / File Metadata block within the List of Attachments to load the corresponding document for quick reference.

For Distributions with the Fleet Manager Extension Module

Two tabs will open in the Workspace Interface:

• Personal Files: Displays files uploaded by the user.
• Shared Files: Displays files uploaded by the Fleet Manager.

For Distributions without the Fleet Manager Extension Module

A single tab will open in the Workspace Interface, showing the Personal Files uploaded by the user.

Quick Action Controls

Quick controls present in the Global View are the same as the Document Node View.

File Attachment Block

The presentations of the File Attachment Block in the Global View are the same as the Document Node View.

Block Tools

The Block Tools are the same as in the Document Node View.

JobSync for Personal File Attachments

The NIVOMAX platform offers a seamless experience across its various Viewer app editions. One of the key features that enhances this experience is the JobSync feature. This feature is designed to synchronize user-generated inputs, attached files, and preferences across the platform, ensuring a unified and consistent user experience.

With the JobSync feature, users can synchronize their Personal File Attachments across all installed apps and the web edition. This means that once a user attaches a file in one app, it becomes accessible from any device and any edition of the NIVOMAX Viewer they use.  Users can simply attach a file once and have it available anywhere, making their workflow more efficient and streamlined.

Key Features

• Unified Experience: Attach a file once and access it from any device or app edition.
• Consistent Access: Files sync across Windows, mobile, and web apps.
• No Repeats: Eliminates the need to reattach files on different devices.

Syncing from the NIVOMAX Desktop Viewer to the Online Server and Web Viewer

How the Sync Works

• Online Mode: When a user attaches a file in the NIVOMAX Desktop Edition application while online, the file is synced to the online server in real-time. This ensures the file is accessible online and available for syncing to other devices.
• Real-time Updates: Any changes made to the file, such as deletions, title modifications, or description updates, are also synced to the server immediately.
• Requirement: The desktop application must be online for real-time syncing to occur.

Offline Mode

• Manual Sync: When working offline, the user must manually sync at the document node level. After going back online, the user clicks the Sync icon from the Quick Access Controls of the Attachments tool on the document containing the attachment. This action syncs the files attached to that document with the online server, reconciling the lists between the NIVOMAX Desktop and Web Viewers for the given document by performing a two way sync.

Syncing from the Online Server to the Desktop Application

Syncing Changes

• Cross-Device Sync: Changes made online or on a different device can be synced to another device running the NIVOMAX Desktop Viewer application by the same user.
• User-Specific Sync: JobSync operates on a per-user basis, meaning the attached files are specific to the user who attached them.

Sync Process

• Manual Sync: To sync files attached to a document node, the user must navigate to the document and click the Sync icon from the Quick Access Controls of the Attachments tool. This action aligns the local instance with the online version, uploading and downloading files as needed.
• Multiple Installations: Installations of the NIVOMAX Desktop Viewer on other devices must manually sync their files from online if they need to download file attachments from the server.

Sync Operation

• Per Document Sync: The sync feature operates per document and must be performed while viewing the related document. This setup prevents server overload by avoiding automatic syncing of large data volumes in real-time.

Note

The per-document sync method is designed to maintain server efficiency and prevent overload by controlling data syncing volume.

Important Considerations

• Attachments must be linked to a TOC node for reference management.
• Ensure compliance with file type and size restrictions to avoid errors.

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This guide helps users effectively use the File Attachment feature in the NIVOMAX Viewer, ensuring that relevant files are easily accessible and organized within the electronic publications libraries across devices and apps.