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Data Management

Data on arivis Hub DMS is organized and displayed in a hierarchical folder structure, similar to the file handling of the file explorer in Microsoft Windows. The highest level of folder on arivis Hub DMS is called a project. Each project can contain folders and files, each folder can contain further folders as well as files. The lowest level in the data hierarchy is a file, which can be any file type uploaded to arivis Hub DMS, including images like a czi.

If you are a user that is part of a group with the Viewer role, the interaction with the data is limited. You can only open the respective projects and folders and view the images. All interactions that are not possible are greyed out.

Additionally, depending on your license, the available file size and number of files available on arivis Hub DMS can be limited. A warning message is displayed once the limits are reached. The file size limitation also includes data in the recycle bin.

Creating a Project

  1. You are logged in to the server and are on the highest hierarchy level, the Projects & Data view.
  1. On the right side, click New project.
  2. A text box is displayed in the Information panel on the right.
  3. Enter a Name for your new project and click the checkmark.
  4. A new project with the new name is created and displayed below Projects & Data.

Creating a Folder

  1. You have opened the location inside a project where you want to create the folder.
  1. In the Data Toolbar, click the New Folder icon.
  2. A new folder with a default name is created and displayed. You can now change the name and optionally enter a description. The name of the folder needs to be unique.

Selecting and Opening Data

  1. Select the entry of the project, folder, or document in the documents area without clicking the name. For multi-selection, activate the checkboxes for the items you want to select, or press Ctrl while selecting different items.
  2. The respective item is selected, and details are displayed in the Information panel on the right.
  3. The multi-selection options are displayed in the Data Toolbar.
  4. To open a project, folder, or image, click on the name. Alternatively, double click the entry or click the context menu button and select Open. To open the data in a new browser tab, click the context menu button and select Open in new tab, or press Ctrl while clicking on the project, folder, or image.
  5. The project or folder is opened and displays its content. The folder path at the top of the documents area shows your current location.
  6. If you have clicked on a .czi image, it opens in the Image Viewer.

Renaming an Item and Editing Information

  1. Select the project, folder, or file for which you want to change the name or edit other information.
  2. The details of the selected project, folder, or file are displayed in the Information panel on the right. A pen icon indicates if an information can be edited.
  3. Click the edit icon next to Name or other information you want to change, e.g. the Description.
  4. A text box is displayed.
  5. Change the information and click the checkmark.
  6. You have edited the information or changed the name of the selected project, folder, or file.

Uploading Files

Upload via arivis Hub DMS Uploader

You can also automatically upload files from a specific folder on your computer with the arivis Hub DMS Uploader. Note that the files uploaded by this application are added to a project defined in its settings. The files are placed at the highest level of the project.

  1. You have opened the location inside a project where you want to upload images.
  1. Drag and drop your files into the location. Alternatively, in the Data Toolbar, click the Upload icon.
  2. A file browser opens.
  3. Navigate in the file system of your PC, select the files you want to upload, and click Open.
  4. If you have activated Enable "Add Tag(s)" dialog in the Settings, a dialog for adding tags is displayed.
  5. Enter a text in the input field and press Enter.
  6. The tag with the defined text is displayed.
  7. Define all tags you want to assign to the image(s) during upload and click Upload.
  8. The upload starts and the progress is displayed next to the user menu on the top.
  1. The uploaded files are displayed in the respective location in Projects & Data view.

Uploading Multi-File Images

You can upload multiple files that are treated as one entity and merged into one multi-file image. You can combine an image file (.sis or .czi) with files of type .metadata and .objects.

  1. You have opened arivis Hub DMS at the location where you want to upload the multi-file image.
  2. The files for the multi-file image have the same name and are on the same hierarchy.
  1. Open the Windows file explorer and navigate to the files you want to upload.
  2. The files are displayed in the file explorer.
  3. Select all files for the multi-file image and drag & drop them into the arivis Hub DMS in the browser window. Note that you have to drag & drop all files at once, adding files later is not possible.
  4. The files are uploaded and merged into one image on arivis Hub DMS.

Downloading an Item

  1. Open the project and folder with the document you want to download.
  2. The content of the project or folder are displayed.
  3. Click the context menu icon for the project, folder, or file you want to download and select Download. If you have selected multiple files, click the Download button in the Data Toolbar.
  4. The file is downloaded to your PC.

Adding Tags to Data

  1. Select one or multiple projects, folders, or files.
  2. Details for the selected entries are displayed in the Information panel.
  3. In the Information panel on the right, expand the Tags section, and click into the Add new or existing tags input field.
  4. The field gets editable.
  5. Enter a name with which you want to tag your selected data, and press Enter.
  1. You have added a tag to your projects, folders, or files.

Searching for Data

  1. Go to the search bar at the top and use the dropdown to select to which properties you want to apply the search. You can search for the Name, Tags, Description, and Metadata. Note that searching for multiple tags at once is not supported, and that you cannot search for metadata fields showing dates.
  2. You have set up the search.
  3. Enter your search term in the text field.
  4. If you are in a project and or folder, a dropdown is displayed and offers options to limit the search to the current project or folder.
  5. To search globally, press Enter. To only search in your current project or folder, select the option from the dropdown.
  6. The search results matching your input are displayed as a list.
  7. If you want to directly open the location of a folder or file, click Blue folder icon to open file or folder location for the respective entry.
  8. The location of the folder or file opens.

Moving Folders and Files

  1. Click the context menu icon for the folder or file you want to move and select Move to. If you have selected multiple files, click the Move button in the Data Toolbar.
  2. A dialog opens and displays the project and folder structure of your server as a tree view.
  3. Use the tree view to navigate to the path of the target location, select a folder where you want to move your data, and click Move.
  1. You have moved your data to a different location on arivis Hub DMS.

Sharing a Project

  1. You are in the Projects & Data view.
  1. Click the context menu button of the project and select Share. Alternatively, select the project, go to the Information panel, and click Share and manage access.
  2. A dialog to manage access is displayed.
  3. Use the search field and select the respective user or group you want to share your project with.
  4. The user or group name is added above the search field.
  5. Repeat the previous step for every user and group you want to share the project with and select the access right from the dropdown. If you select read, the users and groups can only view your data, including opening images in the viewer. If you select manage, you grant full access rights to users and groups, including the right to change and delete your project as well as the folders and files in it.
  6. The access rights are defined.
  7. Click Add.
  8. All selected users and groups are added to the Shared with users section and their access rights are displayed.
  9. Click Save.
  10. You have shared the project with the selected users and groups. Note that if a user or group is assigned the Viewer role, the user can only view the data even if you have selected the access right manage.
  11. The users and groups are displayed in the Information panel of the respective project.

Leaving a Shared Project

You can remove your access to a project that was shared with you. Note that you can only remove the access if the project was shared with you directly and not with a group where you are a member.

  1. A project is shared with you, see Sharing a Project.
  1. Click the context menu button of the project and select Leave project
  2. A confirmation dialog is displayed.
  3. Click Confirm.
  4. Your access to the shared project is removed and the project is no longer visible.

Deleting Data

  1. Navigate to the project, folder, or file which you want to delete.
  2. The content of the project or folder are displayed.
  3. Click the context menu icon for the project, folder, or file and select Move to recycle bin. If you have selected multiple files, click the Delete button in the Data Toolbar.
  4. A confirmation dialog is displayed. In case you are deleting a project or folder, the dialog also shows how many folders and files will be deleted.
  5. Click Move. If you are deleting a project or folder, you first have to activate I acknowledge that the deletion cannot be undone.
  1. You have moved the respective project, folder, or file into the recycle bin. There the data is deleted after a set time frame defined for your server installation.

Restoring or Permanently Deleting Data from the Recycle Bin

  1. On the left button bar of the Projects & Data view, click the recycle bin icon.
  2. The recycle bin opens.
  3. Click the context menu icon for the project, folder, or file you want to restore or permanently delete.
  4. The context menu is displayed.
  5. Click Restore to restore the folder or file.
  6. The data is restored and visible at the initial location.
  7. Click Delete to delete the data permanently.
  8. A confirmation dialog is displayed. In case you are deleting a project or folder, the dialog also shows how many folders and files will be deleted.
  9. Click Delete. If you are deleting a project or folder, you first have to activate I acknowledge that the deletion cannot be undone.
  1. You have restored or permanently deleted the respective project, folder, or file from arivis Hub DMS.

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