Copying and moving files between objects

You can logically copy or physically move files between objects.

Copying

Logical copying means that a file is linked with multiple objects, but is physically stored only once. However, from the user's perspective the file appears to be saved once.

Why does it work? A file often belongs to multiple locations, and it is advisable to have them in multiple locations also stored. If file(s) would be stored several time, the amount of stored data could grow fast and strongly.

Examples of use:

• Product documentation consists of many files. You create a new version of the product, which differs slightly, but most of the linked files remains the same. When you create a new version of a product in AyMINE, all files from the previous version are copied to it. Physically, however, they remain saved only once, the file reference is from both the old and the new version of the product
• Similarly, a new version of a requirement will carry document references (e.g. the attached screenshot) from the original version
• You can have a contract file that is related to a project stored within the project folder as well as in a folder of all stored contracts.

Options of the operation

The operation allows you both moving and copying. To speed up the operation, there are two pairs of options:

• Move / Copy Between Objects – After selecting one if this option, you've got the option to move or copy file to the same object type. Thus, if you are moving a file away from – let's say – a request, you will get the option to select a different request in the next step.
• Move / Copy To Another Type – The feature has an extra step, you must first select the object type where you want to move or copy the file. For example, you can move files from a task to a product.

Tip

Don't forget using the cliplink the:

• When you have an open object where you want to move a file in another window (e.g. the mentioned product), use the function Save To Cliplink in the menu (you can also insert directly from the list).
• Here, select the correct object type
• In the selection list, you will have the From Cliplink button. You don't have to search for the object again, but you choose the one you have already selected

Good to know about copying

Copying files actually acts like copying from the user's point of view. When you copy a file with the function described, a new copy is not physically created. When you change a file in one of the locations, the file is automatically separated from the original and each object has its own file. So you don't have to worry about someone could change a file linked with and object by copying it elsewhere and changing it there.

To copy a file between objects, you have to have the right to edit both – the one where the file is and the one where you are copying it.

When copying a file, the file description is also copied, but each location has its own description. For each object where the file is located, you can have your own description.

When you generate a PDF export with the insertion of files, the copied file will be saved there repeatedly for better export clarity.

Moving files

The feature also allows you to move files from one object to another. Moving allows you to fix it when you put the files in a different way than you wanted (or where it should stay).

When you move the file, the date of the first file insertion is preserved. It's possible to create an object has a file inserted to the system before the principal object was created. This is not an error, the date of the file insertion documents the date of the inserting operation.

When you move a file away from the object, the history of the file is saved with the information that the file was moved away from it, along with the information about where it moved the file and where.