Making Use of the External Files Report

The External Files Report lists all files that are stored outside of the library but that are linked to by one or more Author-it objects, including linked graphics, and external files (such as Word templates or HTML templates).

Use the report to gain better management of external files and to quickly identify linked files that cannot be found.

To Display the External Files Report

1. From the main menu of the Author-it Administrator program, choose Reports > External Files Report.

   The External Files Report is displayed:

   

   The Report contains the following information:

   • Description: The Description (name) of the Author-it Object.

     Multiple entries appear for the same object when that object links to more than one external file.

   • Path: The path that has been defined to the file from within Author-it.

     Blue and black settings are used to indicate information that is inherited from a template (blue) or set directly in the object (black).

   • Filename: The name of the external file as it has been defined in Author-it

     A strike through the filename indicates the file or path defined cannot be found. This can occur if the external file or folder it is stored in is moved, renamed, or deleted.

   • Property: The field in Author-it where the file has been defined - such as the Word Template field on a Book object, or the HTML tab of a File object.
   • Template: The Author-it template the object is based on.
   • Exists: This check box is used to indicate whether or not the file can be found at the location defined. The box is checked when the file can be found, and clear if it cannot be.
2. Drag the column headers to group by column if desired:

   

3. Choose Save to save the report as HTML, or Close to close the report.

   
   Tip: Save the report and open it with Excel, to filter and manipulate the results further.