WEBVTT 00:00.540 --> 00:02.762 Welcome to searching for documents in 00:02.762 --> 00:04.929 AFPIMS Shared Media Manager and the File 00:04.929 --> 00:06.989 Manager. We must first log into our 00:07.000 --> 00:09.430 site. I am using the main navy site to 00:09.439 --> 00:12.109 perform these searches. Once logged in, 00:12.119 --> 00:14.286 I will navigate to the persona bar and 00:14.286 --> 00:16.175 hover over the manage area. Then 00:16.175 --> 00:18.969 select the Shared Media Manager . The 00:18.979 --> 00:21.035 Shared Media Manager pulls up and by 00:21.035 --> 00:23.690 default opens to the Site Media section. 00:24.229 --> 00:27.100 I can search in my Media, Site Media 00:27.270 --> 00:29.729 Service Media or even in all Media 00:29.739 --> 00:32.529 across all sites for this demonstration. 00:32.540 --> 00:34.596 I will select and search in the Site 00:34.596 --> 00:36.484 Media section. This will give us 00:36.484 --> 00:38.596 results for all documents loaded onto 00:38.596 --> 00:40.818 this site in the Shared Media Manager. 00:42.130 --> 00:44.297 Now that I have selected to search in 00:44.297 --> 00:46.241 Site Media, I will need to set my 00:46.241 --> 00:48.297 search parameters. We will start by 00:48.297 --> 00:50.408 telling the system to search for only 00:50.408 --> 00:52.519 documents, then select both approved 00:52.519 --> 00:55.220 documents and draft documents. Next, 00:55.229 --> 00:57.451 I'll set my date search. I want to see 00:57.451 --> 00:59.673 all the documents loaded onto this site, 00:59.673 --> 01:01.896 this year, setting the beginning date to 01:01.896 --> 01:04.970 January 1st 2024. But you can go back 01:04.980 --> 01:07.470 even further if you need to. As you 01:07.480 --> 01:09.702 can see we have a few documents showing 01:09.702 --> 01:11.924 up. But if you look down here, you'll 01:11.924 --> 01:13.758 see that there are nine pages of 01:13.758 --> 01:15.980 results. So, let's set our results page 01:15.980 --> 01:17.980 to show more documents per page. I 01:17.980 --> 01:19.980 will select the maximum which is 60 01:19.980 --> 01:22.202 results per page. Now, we have all of 01:22.202 --> 01:25.120 our results in two pages. However, 01:25.129 --> 01:27.129 that might be just too much to deal 01:27.129 --> 01:29.185 with in an organizational sense. So 01:29.185 --> 01:31.351 let's redo our search and this time we 01:31.351 --> 01:33.573 will narrow our search parameters to go 01:33.573 --> 01:35.740 month by month. I will change my date 01:35.740 --> 01:37.962 range to only show results for the past 01:37.962 --> 01:39.851 month. Changing my begin date to 01:39.851 --> 01:42.018 October 1st and my end date to October 01:42.018 --> 01:44.073 31st. Now we can see that there are 01:44.073 --> 01:46.018 much fewer results and a much more 01:46.018 --> 01:48.240 manageable data set to work with. Once 01:48.240 --> 01:50.462 a document is found, you can go in and 01:50.462 --> 01:52.919 verify metadata or edit metadata by 01:52.930 --> 01:54.930 clicking on this little pencil icon 01:54.930 --> 01:56.652 next to the desired document. 01:59.040 --> 02:01.151 This will take you into edit mode and 02:01.151 --> 02:03.262 you can verify who was the originator 02:03.262 --> 02:05.484 of the document as well as any included 02:05.484 --> 02:07.596 metadata. This is also where you can 02:07.596 --> 02:09.762 replace this file with a newer updated 02:09.762 --> 02:11.707 version. Let's scroll down to the 02:11.707 --> 02:13.929 section under the thumbnail section and 02:13.929 --> 02:16.151 you will see towards the bottom of this 02:16.151 --> 02:18.550 edit screen re-upload document. Simply 02:18.559 --> 02:20.503 click on the choose file button to 02:20.503 --> 02:22.503 locate your new copy of the file on 02:22.503 --> 02:24.919 your local system. Please be aware 02:24.929 --> 02:27.250 that any documents or files updated or 02:27.259 --> 02:29.370 deleted from the Shared Media Manager 02:29.460 --> 02:31.349 will be reflected in the original 02:31.349 --> 02:33.571 articles where those files are embedded 02:33.571 --> 02:35.789 or attached. This includes articles 02:35.800 --> 02:37.856 that have been shared or pulled from 02:37.856 --> 02:40.022 the originating sites into other AFPIMS 02:40.022 --> 02:43.050 sites. Remember the information 02:43.059 --> 02:45.226 entered onto this page is only as good 02:45.226 --> 02:47.115 and informative as the originator 02:47.115 --> 02:49.170 entered it. Meaning if the original 02:49.170 --> 02:51.309 poster did not take the time to enter 02:51.320 --> 02:53.589 fully descriptive metadata, it may be 02:53.600 --> 02:55.211 impossible to know what that 02:55.211 --> 02:57.044 information was supposed to be. 02:57.044 --> 02:59.211 However, all available information on 02:59.211 --> 03:01.267 this file is presented via this edit 03:01.267 --> 03:04.000 screen. Once all edits have been made 03:04.009 --> 03:06.120 and you are satisfied, you can click 03:06.120 --> 03:08.231 on continue to save your changes to 03:08.231 --> 03:10.398 this file or click, cancel to proceed 03:10.398 --> 03:12.453 without making any changes. To delete 03:12.453 --> 03:14.453 this file, simply click the delete 03:14.453 --> 03:17.380 link and confirm your choice. Next, I 03:17.389 --> 03:19.556 will move on to the File Manager. I'm 03:19.556 --> 03:21.778 going to navigate to my persona bar and 03:21.778 --> 03:23.833 hover over the manage section. Then 03:23.833 --> 03:26.460 select File Manager, the File Manager 03:26.470 --> 03:28.359 opens up to what is called a tree 03:28.359 --> 03:30.690 directory of folders. As you can see, 03:30.699 --> 03:32.699 we start with our root directory or 03:32.699 --> 03:34.588 folder and then we have all these 03:34.588 --> 03:36.588 folders that branch off and some of 03:36.588 --> 03:38.699 those branches will have folders that 03:38.699 --> 03:40.921 further branch off. Thus the name tree 03:40.921 --> 03:43.032 directory. Next, let's go over what 03:43.032 --> 03:45.255 we have in the File Manager. As far as 03:45.255 --> 03:48.460 options and tools. From our root folder, 03:48.470 --> 03:50.660 we can see our view options. These 03:50.669 --> 03:52.830 icons allow you to collapse or expand 03:52.839 --> 03:54.880 folders. Select the view of your 03:54.889 --> 03:57.110 choice or refresh to refresh the 03:57.119 --> 03:59.460 folders view. We can even sort the 03:59.470 --> 04:01.619 results of each folder by clicking on 04:01.630 --> 04:05.419 column titles. Under the 04:05.429 --> 04:08.199 actions we have upload files, create 04:08.210 --> 04:10.470 new folder and the manage folder types 04:10.479 --> 04:13.580 icons. Let's select a folder within 04:13.589 --> 04:15.759 this documents folder as documents are 04:15.770 --> 04:17.959 what I'm looking for. I see there are 04:17.970 --> 04:19.970 four documents in this folder and I 04:19.970 --> 04:22.137 want to check out each file to see who 04:22.137 --> 04:24.248 uploaded it. I will select each file 04:24.248 --> 04:26.470 one by one. And as I select the file, 04:26.470 --> 04:28.526 new tools become available under the 04:28.526 --> 04:31.410 view action icons. The icons available 04:31.420 --> 04:34.869 for each file are as follows, download 04:35.290 --> 04:38.950 rename, copy, move, 04:39.279 --> 04:43.160 delete, view properties and get URL. 04:44.489 --> 04:46.545 I want to see the properties of this 04:46.545 --> 04:48.822 file to see who originated the content. 04:48.822 --> 04:50.489 So I'm going to click on view 04:50.489 --> 04:52.711 properties now that the file properties 04:52.711 --> 04:54.822 have displayed, I can scroll through 04:54.822 --> 04:57.045 and see who originated the file and who 04:57.045 --> 04:59.211 was the last to edit it along with any 04:59.211 --> 05:01.267 dates and times. Some of the things 05:01.267 --> 05:02.878 that I can do with this file 05:02.878 --> 05:04.989 systematically are to change the file 05:04.989 --> 05:07.100 name or move, copy the file to a new 05:07.100 --> 05:09.156 folder location. I can also use the 05:09.156 --> 05:11.378 GIT URL to open up the file and get the 05:11.378 --> 05:13.600 full URL to this dile's location within 05:13.600 --> 05:16.179 AFPIMS. The only way to edit a 05:16.190 --> 05:18.412 document in the File Manager would be 05:18.412 --> 05:20.468 to download the file, edit it using 05:20.468 --> 05:22.690 the appropriate application and then re 05:22.690 --> 05:24.746 upload a new copy of the said edited 05:24.746 --> 05:27.579 file. In summary, we have gone over 05:27.589 --> 05:29.811 how to search for and edit files in the 05:29.811 --> 05:32.220 Shared Media Manager by date and how to 05:32.230 --> 05:34.452 search for and manage files in the File 05:34.452 --> 05:37.709 Manager. Unfortunately, we can't do 05:37.720 --> 05:40.109 bulk downloads in the AFPIMS system. So 05:40.119 --> 05:42.341 your searches and edits will have to be 05:42.341 --> 05:44.670 done one by one. Please be aware that 05:44.679 --> 05:46.869 any documents or files updated or 05:46.880 --> 05:48.991 deleted from the Shared Media Manager 05:48.991 --> 05:50.880 will be reflected in the original 05:50.880 --> 05:53.047 article where those files are embedded 05:53.047 --> 05:55.102 or attached. This includes articles 05:55.102 --> 05:57.158 that have been shared or pulled from 05:57.158 --> 05:59.213 the originating site into other AFPIMS 05:59.213 --> 06:02.010 sites. Also, we're not able to tell 06:02.019 --> 06:04.019 all the places a File may be linked 06:04.019 --> 06:06.179 within the AFPIMS system while in the 06:06.190 --> 06:08.190 File Manager or while in the Shared 06:08.190 --> 06:10.579 Media Manager as content can be linked 06:10.589 --> 06:12.739 in numerous ways throughout the site 06:12.750 --> 06:14.339 via module and direct links.