Version: eXtendFiles 1.6.2 and above
Audience: User

Overview

With eXtendFiles and a compatible storage environment, you can maintain versioning for files uploaded through the eXtendFiles record. This feature is accessible when using certain storage providers and if versioning is enabled in both eXtendFiles and the storage provider.

  • Amazon S3
  • Dropbox
  • Microsoft Azure
  • Microsoft OneDrive/SharePoint
  • Oracle Object Storage

Usage

To upload a new file version for an existing eXtendFiles record, follow these steps:

  1. Access the eXtendFiles record where you wish to upload a new file.

    Note: Ensure that the file extension for your new file matches that of the old file.

  2. Upload a new file in file upload section.
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  3. Upon successful upload of your file, save your eXtendFiles record.

  4. After saving, your eXtendFiles record will be updated to reflect the newer file version. Additionally, its preview and thumbnail images will be regenerated to reflect the changes made to the file.

  5. To view old versions of an eXtendFile, go to the Versions subtab on the eXtendFiles record and click the Fetch File Versions button. This will retrieve a list of past file versions.


  6. You can restore, view, or delete previously versioned files using the appropriate link.
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Additional Notes

  • When using Oracle Object Storage, only the delete action is supported. If you delete the current version of a file, which is the first version, your eXtendFile will revert to the previous version from the list.

  • When using Dropbox or Microsoft OneDrive/SharePoint (with user-based file uploads enabled), only the restore action is supported. Dropbox and Microsoft OneDrive/SharePoint do not delete the file version history. Therefore, after restoring a file's previous version, it will remain listed in the version list.

  • If you upload a new version of an eXtendFiles record using a different filename, the file name of the record will not change.

  • If file versioning is not enabled in your eXtendFiles settings, uploading a new version of a file will result in the original file being overwritten by the new one. Before the new file is uploaded, you will receive a confirmation prompt as shown in the example below:
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  • If your eXtendFiles settings are configured to upload records to different folders within your storage account, do not change the value listed in the eXtendFiles - Folder Information field during the initial creation of the eXtendFiles record. If you do, the updated file will be uploaded to a different location in your storage account, and no versioning information will be retained.

    The eXtendFiles system includes a workflow named eXtendFiles - Disable Folder [S] that disables the eXtendFiles - Folder Information field after the creation of an eXtendFiles record. If the eXtendFiles - Folder Information field is not disabled when in edit mode, please contact your NetSuite Administrator.

  • If you do not have access to view an eXtendFiles record, the Fetch File Version button will be disabled.

    However, when using Microsoft OneDrive/SharePoint (with user-based file uploads enabled), this button will always be active, and the error shown below will be presented if you do not have access to the file.

    If you are not currently authenticated with OneDrive, you can authenticate by clicking the link shown in the Failed to list versions dialog message. For more details regarding the authentication process, see     Configuring User Based File Upload In OneDriveImage Placeholder