Files that have been added to Collaborate directly from a document management system can be managed via the DMS files section in System admin. Navigate to System admin in your profile dropdown and click DMS files:
The display the Update file screen:
From this screen, you can obtain a list of all DMS files or you can delete specific files.
List existing DMS files
In the Existing DMS files section is a link to an Excel file. Click Download file to download an Excel file which lists every DMS files in every site of Collaborate. These are files that were added to Collaborate directly from the DMS, using one of the DMS integration tools. Files that were first downloaded to a user's desktop from their DMS and then uploaded to Collaborate would not be included.
The Excel file contains three columns of information about every DMS file:
- The unique ID of the Collaborate site where the file has been saved.
- The file number from the DMS
- The name of the file's DMS library
Delete existing DMS files
Use the list of existing DMS files downloaded (above) to create of list of DMS files to be batch deleted from Collaborate. Either delete the rows from that Excel file for the files that need to be retained, or simply copy and paste the rows corresponding to files to be deleted to a new Excel file. (The format of the Excel file that will list the files to be deleted can be downloaded from the Delete DMS files area by clicking on Download sample file link.) The Excel file format is the same as the format of the Excel file shown above, three columns in the following order with the following column headers:
- siteID
- dmsDocumentID
- dmsDataBase
Once the Excel file with the list of DMS files to be deleted has been prepared, select that file via Choose file and click Delete files. The listed files will be deleted.
