In the File browser module, you can search for various files, such as receipts for offers, sales orders, delivery notes, etc., and download them via the download icon. Images, CAD drawings, and other keywords can also be found here. There is also the option of clicking on the link of the receipt number to directly open the respective receipt to display further additional information. Additionally, files can be uploaded in batches and assigned to master data such as a specific product number.
Using the bulk processing functions in the Overview tab of the File browser module allows you to carry out actions for several files at the same time.
The following actions are available for bulk processing:
-
Create ZIP: Creation of a ZIP file containing all selected files collectively
-
Collective PDF: Creation of a PDF file containing all selected files collectively
-
Delete files: Deletion of all selected files
In the Upload files tab, you can upload files and, if necessary, assign them directly to a specific product in Xentral. You can upload several files simultaneously by dragging and dropping them directly into the upload area.
Important
When you upload files in the File browser module, avoid special characters such as +, &, - and similar in the file naming. This may lead to errors in the handling of the files. Also note that the maximum file size for the upload is 100 MB per file.
When you add files in the Upload files tab, you can also automatically link them directly with the respective product. To do this, you only need to ensure that the file names start with the desired product number. This link is particularly beneficial if you want to use the advanced search in the File browser module later.
Note
If there are several products that have the same product number (e.g. t-shirts in different colors), the name of the color must be separated from the product number with a hyphen (e.g., 140527-black).
The products are automatically linked with found products after the upload and stored there. The correspondingly linked products are visible after the upload. It is also possible to jump directly to the respective product for further processing via a link. By clicking on Delete, you can delete the file immediately, for example, if an incorrect product assignment has occurred accidentally.
The search function in the Search field of the Overview tab can be used for the search for files assigned to specific products.
The search works as follows: Xentral searches in the file name sequentially for the product number, the EAN, and the manufacturer no. In addition, the entire file name is searched for connected numbers and letters. Only unique matches are used for the assignment. The following notes and examples are to be noted.
Important
For a successful search, the searched values (product number, EAN, and manufacturer no.) must not contain a separator. Separators are the minus sign, the underscore, a dot, or a space. Example: The product number 12345-678 cannot be found. Only product numbers without separators can be assigned.
If separators (minus, underscore, dot, space) occur in the product number, the file name may only consist of the product number and file extension. The following example displays why this is the case:
-
Example file name 1000008.jpg
-
Search for product with product number 1000008 = Success, no further search necessary (correct assignment to 1000008)
-
Example file name 1000008-001.jpg
-
Search for product with product number 1000008-001 = Success, no further search necessary (correct assignment to 1000008-001)
-
Example file name 1000008 T-Shirt.jpg
-
Search for product with product number 1000008-T-Shirt = No success, further search necessary
-
Search for product with product number 1000008 or T or Shirt = Success (assignment to 1000008)
-
Example file name 1000008-001 T-Shirt.jpg
-
Search for product with product number 1000008-001-T-Shirt = No success, further search necessary
-
Search for product with product number 1000008 or 001 or T or Shirt = Here, the parent product 1000008 is recognized and the file is assigned to this product
You can delete images in the File browser module. To do this, first mark the respective images and then click on Delete files in the Bulk processing section.
Warning
Deleting images in the file browser cannot be undone. Use this functionality with the appropriate caution and carry out a database backup beforehand.