CIDOC documentation: E31 Document

The first tab Files shows an overview of used disk space and a List button to show all files.

On the index page already entered entities are listed in a Table.

  • Click on the + button to enter a new one.

  • Click on the name of an entry in the list to access the detail view.

  • To edit or delete an entry click on the Edit button in the detail view.

If entities are linked to displayable files the first one is shown in the info tab but can be changed to another one in the files tab of the entity.

Files can be uploaded by editors if they don’t exceed the upload size limit and have an allowed extension. Both criteria are displayed at the upload form. It is possible to upload multiple files in one go. They can either be selected in the file field or drag and dropped into the specified area.

Form fields

  • File - here you can chose a file from your computer

  • Name - if empty it will be prefilled after the file selection with the filename

  • License - which works like a Type, it is a good practice to define one

  • Description

Form fields important for public sharing

Beside the license other information is important in case it is planned to share files with the public, e.g. at a presentation site or a public archive. More information is available at How to make files available for the public

  • Public sharing allowed - indicates if public sharing is allowed

  • Creator - the creator of the file, e.g. the designer of a logo

  • License holder - if not the same as creator

Can be linked via tabs to


  • Maximum file size in MB - this limits also the total size of multiple file upload

  • Profile image width in pixel - related to the layout of info tabs

  • Allowed file extensions

Images that can be displayed in the browser are defined through their extensions and can be changed in the configuration file (e.g. instance/ default is:

DISPLAY_FILE_EXT = ['.bmp', '.gif', '.ico', '.jpeg', '.jpg', '.png', '.svg']

Image preview

If image processing is enabled (default=on, configurable by admins) and user have Show icons in tables in their Profile activated, small images of files are shown in tables.

Please be aware with many files and large tables this can impact performance.

How to make files available for the public

In case it is planned to share files with the public, e.g. at a presentation site or a public archive, several criteria have to be met.

Criteria checked by the software

  • The file must exist

  • A license has to be specified

  • It has to be marked with public sharing allowed

In case these criteria aren’t met, a file won’t be: * Shared via the API * Won’t show up on presentation sites developed by the OpenAtlas team * Won’t be included in case the long time archiving system ARCHE is used

Criteria checked by managers and users

  • The linked license is the correct one and allows public sharing

  • Other license specific criteria, e.g. specifying the creator, are met

There are many licenses with many different criteria, e.g. a CC-BY 4.0 license requires the attribution to the creator. Because it is not possible to check these automatically, it is the responsibility of the project management to ensure that all necessary requirements are met and to indicated it via setting the public sharing allowed flag.

Be aware that licenses can be linked to an external reference (e.g. an URL) which might be informative for other users or viewers.