Context #
This guide explains how to upload, edit, version and delete files in AjourBox. AjourBox is a document management system organised in project folders. The guide shows the complete flow for file administration – from uploading new files to editing file information, uploading new revisions/versions, publishing revisions and deleting files.
Relevance #
Use this guide when you need to:
- Upload new files to a project
- Update an existing file with a new revision or version
- Edit metadata on a file (description, status, revision letter)
- Publish a revision of a file
- Delete a file from a folder
Prerequisites and requirements #
- You have access to AjourBox and are logged in
- You have the necessary project permissions for the folder type you are working in (see the overview below)
- The file you want to upload is available on your computer
- You know the correct project folder the file should be placed in
Project permissions – overview #
AjourBox works with three folder types, and your permissions may vary across them. Contact your administrator if you lack access.
| Permission | Assigned folders | Closed folders | Public folders |
| Read | Yes | Yes | Yes |
| Permission | Assigned folders | Closed folders | Public folders |
| Edit files (own) | Yes | Yes | Yes |
| Edit files (own company) | Yes | Yes | Yes |
| Edit files (others) | Yes | Yes | Yes |
| Delete files (own) | Yes | Yes | Yes |
| Delete files (own company) | Yes | Yes | Yes |
| Delete files (others) | Yes | Yes | Yes |
| Show versioned files | Yes | Yes | Yes |
| Edit folders | Yes | Yes | Yes |
| Revision and version control | Yes | Yes | Yes |
| Publish files | Yes | Yes | Yes |
| Manage assigned folders | Yes | – | – |
Note: The Manage assigned folders permission is only available for assigned folders and does not exist for closed or public folders.
Guide (step by step) #
Part 1 – Upload a new file
Requirement: You must have the Read permission for the relevant folder to be able to access the folder, and the Edit (Own) permission to upload files.
Step 1: Navigate to the folder you want to upload files to by clicking the folder name on the left under “Folders on project”.
Note: You are now inside the selected folder. At the top of the content area the path to your current location is shown, e.g. Project name / Folder name.
Step 2: Click the Upload files button at the top of the content area. A new dialog window opens where you can add files.
Step 3: Your computer’s file explorer opens.
Step 4: Navigate to the file you want to upload and select it. Then click Open.
Tip: Hold down Shift while clicking to select several files at once. Hold down Ctrl to select files individually.
Tip: You can also drag and drop files directly into the dialog window instead of using the file explorer. Make sure you close your file explorer before you start dragging and dropping.
Step 5: The selected file is shown as a thumbnail in the dialog window. You can now:
- Enter a description in the text field below the thumbnail (optional)
- Select the publication status in the dropdown menu at the top – choose either Published or Not published
Important: If you select Published, the file will be visible to everyone with access to the project immediately after upload.
Step 6: Click Start upload to complete the upload.
Note: Upload time depends on the file size. Wait until the upload is completed.
Step 7: The dialog window closes automatically when the upload is completed. The file is now shown in the file list in the selected folder with name, description, size and upload time.
Tip: When you upload a .zip file to a project folder, the contents are extracted automatically. If the zip file contains a folder structure, the corresponding structure is created automatically in AjourBox.
Note: It is not possible to upload a link file (e.g. a .url file) directly via Upload files – this file type is not supported. If you want to attach a link to an external website (e.g. LER information) to a file, use File review instead.
Tip: In addition to Link to URL, you can also select Link to AjourBox file or Link to page, if the link should instead point to a file or page inside the system. Once the link has been added, it is shown as a clickable reference in the comment panel.
Part 2 – View and edit file information
Requirement: You must have the Edit files permission for the relevant owner group (Own, Own company or Others) in the folder type the file is located in.
Step 1: Click the file in the file list that you want to view or edit. An information panel opens on the right side with the file’s metadata, including status, size, file name, update time and description.
Step 2: Click Menu at the top of the information panel to see the available actions.
The following options are shown:
| Option | Description | Required permission |
| Edit | Edit the file’s metadata | Edit files |
| Move file | Move the file to another folder | Edit files |
| Information | Show the file’s detailed information | Read |
| Option | Description | Required permission |
| Revisions / Versions | See earlier versions and revisions | Read |
| Log | See the activity log for the file | Read |
| Comments | Add or see comments on the file | Read |
| Delete file | Delete the file permanently | Delete files |
Step 3: Select Edit to edit file information. The “Edit file information” dialog opens and shows:
- File name, update time and e-mail of the person who uploaded the file
- Fields for Revision, Status and Description
Step 4: Make your changes in the relevant fields:
- Select a revision letter in the dropdown menu, if relevant (also requires the Revision and version control permission)
- Switch status between Published and Not published
- Update the description in the text field
Step 5: Click Save to save the changes, or Cancel to discard them.
Part 3 – Upload a new version of an existing file
Requirement: You must have the Revision and version control permission in the folder type the file is located in.
Use this function when you have an updated edition of a file that is already in AjourBox.
Step 1: Click the file in the file list that you want to upload a new version to.
Step 2: Click Upload version at the top right of the information panel. The “Upload new version” dialog window opens, and your computer’s file explorer opens automatically.
Step 3: Select the updated file from the file explorer and click Open. The file is shown as a thumbnail in the dialog window.
Step 4: Optionally, enter a description of the changes in the text field.
Step 5: Click Start upload to upload the new version.
Step 6: Click Close upload when the upload is completed.
Note: The new version automatically counts up the version number (e.g. from no version to Version 1). You can see all versions under Menu → Revisions / Versions. To be able to see versioned files, the Show versioned files permission is required.
Important: A newly uploaded version automatically gets the status Not published. You must publish the file manually if it should be visible – see Part 4.
Important: A versioned file is not shown in the EG Ajour app. ONLY published files are shown in the EG Ajour app.
Note: If a revision of the file has already been published, the latest revision is the one visible to users in the EG Ajour app.
Part 4 – Publish a revision
Requirement: You must have the Publish files permission as well as the Revision and version control permission in the folder type the file is located in.
Step 1: Click the file you want to publish.
Step 2: Click Publish at the top right of the information panel. The “Publish new revision” dialog opens with a confirmation description. It states that AjourBox automatically handles revision numbering, and that you can see earlier revisions under the file menu.
Step 3: Click Publish to confirm, or Cancel to discard. The file is now assigned a revision letter (e.g. A), and the status changes to Published. The revision is shown in the file list in the “Revision” column.
Note: AjourBox automatically assigns revision letters in sequence (A, B, C etc.) for each newly published revision.
Part 5 – View log and comments
Requirement: You must have the Read permission in the folder type the file is located in.
Step 1: Click the file you want to examine.
Step 2: Click Menu in the information panel and select:
- “Log” to see a timeline of all actions on the file (upload, status changes, folder moves etc.)
- “Comments” to read or write comments on the file
Step 3: To add a comment, write your text in the comment field and click Send.
Part 6 – Delete a file
Requirement: You must have the Delete files permission for the relevant owner group (Own, Own company or Others) in the folder type the file is located in.
Warning: Deleting a file is permanent and cannot be undone. Make sure the file is no longer needed before you continue.
Step 1: Click the file you want to delete.
Step 2: Click Menu in the information panel and select Delete file. The confirmation dialog “Delete file(s)” opens with the question “Do you want to delete these files?”.
Step 3: Click Delete files to confirm the deletion, or Cancel to discard. The file is removed from the file list and cannot be restored.
Next steps #
- Organise files in folders – learn how to create and manage folder structures in AjourBox to keep the project well organised. Requires the Edit folders or Manage assigned folders permission.
- Share files with collaboration partners – see how to control access permissions and share published files with external parties.
- Search and filter files – use the global search function and folder filtering to quickly find specific files across the project.