A Filebox serves as a centralized container for storing multiple versions of files with the same structure, each distinguished by tags.

Version control within a Filebox is an essential tool for managing these file versions. By using tags to differentiate and organize versions, you can keep your data well-organized, easily accessible, and accurately tracked over time.

Version tags can be utilized to filter and search for versions based on their tagging, distinguish Forecast versions within specific timeframes, differentiate Budget Cycles, and more.

Each Filebox Version shows: 

• Version number
• Original File name
• Submission Date
• Submitting user
• Version Name
• Data Status
• Version tags (according to Filebox tags applied)

Filebox & Versions Tags

• Scenario: The tag is applied uniformly to all versions uploaded to the Filebox. It can be Actuals, Forecasts, Budget, or None.
  
  

• Date: When enabled, a tag is applied to the Filebox, and each version is assigned a different date label. Tags can be set to Day, Week, Month, Quarter, or Year.  
  For budget scenarios, the tag options are limited to Year or Year & Quarter, depending on the activation status of the Budget Cycle tag.
  In Forecast scenarios, the default tag is 'Forecast,' exemplified as "2+10 2024".
  
  

• File Status: When enabled, a tag is applied to a Filebox, and each version can be labeled as either Draft or Final. 
  
  

• Budget Cycle: Exclusive to the 'Budget' scenario. When enabled, a tag is applied to the Filebox, assigning each version a distinct Budget Cycle label.

Only Filebox owners can save a version with a Final status tag.

Assign a Filebox tag

You can assign a Filebox tag either during its creation or afterward via the Workspace, the Filebox or the Excel add-in.

Via the Workspace  

1. Navigate to the Workspace.
2. Click on the New + icon and select 'New Filebox'.
3. In the 'Create a New Filebox' window, enter the Filebox Name.
4. Assign the appropriate tags: Scenario, Date, File Status, and Budget Cycle (visible only if Scenario is 'Budget').
5. Choose either Create & Close or Upload File.
6. The new Filebox will be added with the specified tags. 

Via the Filebox  

When you change a Filebox tag, all previously assigned version tags will be removed. You will need to assign new tags after making this change.

1. Navigate to the Filebox.
2. Access the 'Settings' tab.
3. Go to the 'tags' section and click on 'Edit'.
4. Assign the appropriate tags: Scenario, Date, File Status, and Budget Cycle (visible only if Scenario is 'Budget').
5. Click on 'Save'.

6. A confirmation message, 'Changes to Filebox tags settings,' will appear.

7. The Filebox will now include the newly applied Tags.

Via the Excel add-in

Learn more about Excel add-in. 

The file must be saved on the PC before creating a new Filebox from the Excel add-in.

1. Open the relevant file. 
2. Navigate to the Datarails add-in in the toolbar and click on 'Connect'.
3. If the file is unsaved, the 'Save As' window will appear. Choose a location and click 'Save'.
4. The 'Connect as Filebox' window will then appear.
5. Select the correct path to create a new Filebox. Click 'Add New Folder' if necessary.
6. In the 'Create a New Filebox' window, enter the Filebox Name. 
7. Assign the appropriate tags: Scenario, Date, File Status, and Budget Cycle (visible only if Scenario is 'Budget').
8. Click 'Connect to Filebox'.
9. The new Filebox will be added to the selected destination.

Assign a Version Tag

You can assign a version tag either during the version upload process or afterward, using either the Workspace or the Excel add-In.

Discover how to Upload a new Filebox version with tags.

Assign a Version Tag Via the Filebox  

1. Navigate to the Filebox and select the desired Filebox version.
2. Click on the three dots ellipsis icon and choose 'Version Tags'.
3. Select the new version tags and click 'Change'.
4. The Filebox version will now be saved under the updated tagging.

Save an existing version with a new tag Via the Excel add-in

Learn more about Excel add-in. 

You can save an existing version with another Date tag but not change the version's current Date tag.

1. 1. Download the relevant Filebox version from the Workspace.
   2. Access the Datarails add-in from the toolbar.
   3. If Filebox tags exist, they will be displayed under the Info Section.
   4. Click on 'Change tags', select the new version tags, and save the changes.
   5. The version will also be uploaded to the new Date tag.

Updated June 17, 2024 06:58