Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Getting_Started/MobileDeviceSetup/DocumentsAttachments/FilesTab.htm

## Viewing and Downloading Files Using the Files Tab

End users can use the Files tab in Vault CRM to view and download files. Business admin users manage files and folders as documents and binders in the Vault Library on Browser and can indicate which documents and binders sync to mobile devices. Once synced, end users can sort and search the Files tab in Vault CRM on their mobile devices.

**Who can use this feature?**

* Business Admin Users
* [Manage files and folders for mobile devices](#FilesFolders)
* End Users (iPad, iPhone)
* [Use the Files tab](#Using)
* [Download files on demand](#Downloading)
* [Remove downloaded files](#Removing)
* Users do not require an additional license

### Configuring Files and Folders for Mobile Devices for

[![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

To configure this feature:

1. Navigate to **Admin > Configuration > Document Fields**.
2. Add the **syncoffline\_\_v** Shared Field to the appropriate document types. See [How To Use a Shared Field in a Document Type](https://platform.veevavault.help/en/gr/4884/#how-to-use-a-shared-field-in-a-document-type) for more information.

   ![](../../../../Resources/Images/GettingStarted/MDS/iOS/FilesTab/SyncOfflineSharedField.png)
3. Navigate to **Admin > Users & Groups > Permission Sets**.
4. Select the appropriate permission set.
5. Select the **Application** tab.
6. Select **Edit**.
7. Grant **Download Document** permission in the Document table in the Vault Actions section.
8. Ensure VMOCs for the following objects are active for the appropriate platforms:

   | object\_name\_\_v | enable\_enhanced\_sync\_\_v | type\_\_v | where\_clause\_\_v |
   | --- | --- | --- | --- |
   | documents |  | f\_v | WHERE syncoffline\_\_v = True |
   | binder\_node\_\_sys |  | f\_v | WHERE binder\_\_sysr.syncoffline\_\_v = True |

### Configuring Document Lifecycles for

[![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

Document lifecycles control how documents and binders behave in different stages. See [About Document Lifecycles](https://platform.veevavault.help/en/gr/2434/) for more information. Admin users can create a document lifecycle and assign document types to the lifecycle to control the behavior of Documents with those document types.

For each document lifecycle, end users must be assigned to a role for each document state. To grant the appropriate permissions for the role:

1. Navigate to **Admin > Configuration > Document Lifecycles**.
2. Select the appropriate lifecycle.
3. Select the **States** tab.

   ![](../../../../Resources/Images/GettingStarted/MDS/iOS/FilesTab/LifecycleState.png)
4. Select the appropriate state.
5. Select the **Security Settings** tab.
6. Select **Edit**.
7. Select the **View Document**, **View Content**, and **Download Source** check boxes for the appropriate role for end users.

   ![](../../../../Resources/Images/GettingStarted/MDS/iOS/FilesTab/RolePermissions.png)
8. Select **Save**.

### Managing Files and Folders for Mobile Devices as

[![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#)

To create and manage files and folders for mobile devices:

1. Navigate to **All > Library**.
2. Create the appropriate documents and binders. See [Creating Documents](https://platform.veevavault.help/en/gr/15085/) and [Creating Binders](https://platform.veevavault.help/en/gr/15089/) for more information. Ensure the appropriate documents are added to binders. Documents display as files on mobile devices and binders display as folders.
3. Ensure the following information is populated:
   * Name – Name of the document or binder
   * Title – Description of the document or binder. Displays in the info icon in the Files tab. Optional.
   * Type – Document type of the document or binder. Optional for documents, required for binders.
   * Lifecycle – Document lifecycle assigned to the document type of the document or binder. Optional.
   * Sync Offline – Select this checkbox to allow the document or binder to sync to mobile devices

   The maximum file size for a document is 50 MB.
4. Select **Save**.
5. Select **Sharing Settings** in the panel on the right.

   ![](../../../../Resources/Images/GettingStarted/MDS/iOS/FilesTab/DocSharingSettings.png)
6. Select **Add**.

   ![](../../../../Resources/Images/GettingStarted/MDS/iOS/FilesTab/DocAddUser.png)
7. Select the appropriate **Role**. This is the role configured for the document lifecycle. See [Managing Document Lifecycles](#ManageLifecycle) for more information.

Admins can also manage user and group access to Documents via [Dynamic Access Control](https://platform.veevavault.help/en/gr/31824/).

8. Select the appropriate **Users and Groups**.
9. Select **Save**.

### Optional Configuration

Business admin users can update the display order of tabs on mobile devices for end users, including the Files tab. See [Managing Tab Visibility and Display Order](../TabVisibility.htm) for more information.

### Using the Files Tab as

[![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

The Files Tab displays on the docked navigation bar depending on the display order set by the administrator. On the iPad, the Files Tab displays before Go Online by default. On the iPhone, the Files Tab displays after Medical Insights by default. Files and folders can be displayed in the detail view or thumbnail view.

The following file types are supported:

* DOC - doc, .docx, .rtf
* JPEG - .jpeg, .jpg
* Generic Image - .bmp, .gif, .png, .tiff, .tif, .vsd, .svg
* PDF - .pdf
* PPT - .ppt, .pptx, .pps, .ppsx
* XLS - .xls, .xlsx
* TEXT - .txt
* Generic Text - .csv, .text
* Generic Movie - .mov, .vi, .mpeg, .mpg, .swf, .mp4, .avi
* Unknown - File with any extension that does not fall into any previous category

To view the documents synced to the mobile device, select the Files tab. Files are categorized by folder. If a file is not assigned to a folder, it displays in the No Folder section.

The name of the No Folder section is controlled by the no\_folder\_\_v;;core\_\_v Veeva Message.

Top level folders display in the left panel. These folders do not have parent folders. The files and sub-folders in the selected top level folder display in the detail view by default. Selecting the information icon displays the file description.

End users can switch to the thumbnail view to navigate through the file and sub-folder thumbnails.

The No Files to Display message displays in the following scenarios:

* There are no files online
* There are no files configured to sync to mobile devices
* The user does not have access to any files

#### Sorting Files and Folders

End users can sort the files and folders in ascending or descending order for easier navigation. Sorting occurs only within a selected folder. Available sorting options include:

* Name – Alphabetical or numerical order using the file or folder names
* Date – Last modified date
* File Size – File size of files and folders. The file size of a folder sums the file sizes of all the items within the folder.
* Kind – Alphabetical or numerical order using the file type

Files are sorted in ascending alphabetical order, then ascending numerical order by default. Folders always display first. To edit the sort order, select the Sort By menu in the top right corner and select the appropriate sorting option.

Switching between views or folders does not reset the sort order.

#### Searching for Files and Folders

End users can search for files and folders within a selected folder. Search is a type-ahead search, which filters results with each typed character. Search terms are matched against the name\_\_v field on documents records. In the thumbnail view, search terms are also matched against the title\_\_v field. Search terms are not case sensitive.

Switching between views does not clear the search terms. The selected sort order also applies to search results.

### Downloading Files On Demand as

[![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

A download icon displays for files not downloaded to the device.

End users must select the download icon for the files they want to download. End users must be connected to the internet to download files. There is no limit to the number of files an end user can download, however, up to three files can be downloaded at one time. A circular progress indicator displays when a file is downloading.

End users can cancel a download in progress by selecting the circular progress indicator. Users can restart the download by selecting the download icon. This restarts the download from the beginning.

An error occurs if users try to download a file exceeding the maximum file size of 50 MB.

When a document is downloaded, the download icon is replaced with an icon indicating the file type.

Users can select the icon to view the document.

#### Updating Downloaded Files

If a new version of a downloaded file is detected after a sync, the old version is automatically removed from the device, and the download icon displays again. End users must select the download icon to download the new version.

If a document is deleted from the Vault Library online, the file is automatically removed from the Files tab on mobile devices.

Deleting the latest version of a document does not remove the file for a user.

Downloaded files are removed automatically if one of the following is true after a sync:

* The end user loses access to the document
* The document is deleted
* The admin deselects the syncoffline\_\_v checkbox on the document to prevent it from syncing to mobile devices

### Removing Downloaded Files as

[![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

End users can manually remove downloaded documents from their mobile devices to their device to free up storage space. Users can redownload files at any time. To remove a downloaded document in detail view:

1. Slide left on the row of the document to remove.
2. Select the remove file button.

To remove a downloaded document in thumbnail view:

1. Press and hold the thumbnail for the document to remove.
2. Select **Remove from Offline**.

### Considerations

Content placeholders and CrossLinks are not supported in the Files tab. See [Working with Content Placeholders](https://platform.veevavault.help/en/gr/15087/) and [Adding, Editing & Working with CrossLinks](https://platform.veevavault.help/en/gr/23145/) for more information.

Related Topics

[Managing Tab Visibility and Display Order](../TabVisibility.htm)

[Managing Attachments Offline](ManagingDocsOffline.htm)