Opening the AXtension® Content Gate content gallery

The content gallery can be opened by selecting a record in Dynamics 365, and click the "Attachment" button (the paperclip icon in the top-right area of Dynamics 365). If Content Gate is configured to be used with the selected type of record, the content gallery will be opened, otherwise the standard document handling is shown.

Content gallery layout

In the screenshot below, the content gallery is shown.

1. If there are documents that are linked to related business entities, the filter-options can be used to filter the documents that are shown in the Content Gallery
2. If there are additional content properties defined, the filter-options can be used to filter the documents that are shown in the Content Gallery.
3. If you want to upload a document, click the "Add" button. The dialog that appears will be described in the next section.
4. When you want to download one or multiple files, select the files, and click the "Download" button. If one file is selected, this single file will be downloaded. When multiple files are selected, these files will be combined into one zip-archive.
5. If a document is primarily linked to another entity, this entity is shown as metadata to the document. When clicking this metadata, the user will be redirected to the content gallery for this specific entity.
6. A content gallery can have multiple views defined. You can switch between views by selecting the appropriate view in the dropdown-box.
7. This option can be used to sort the gallery as specified. The order can be sorted by for instance created date, name, or size.
8. The icon next to the title of the content gallery provides a direct link back to Dynamics 365.

Uploading content

By clicking the "Add content" button in the content gallery, the upload dialog is opened.

1. First, you can select the file(s) to upload. There is also an option to store web links.
2. After the file(s) or links are specified, next step is to set the content category. Note only categories that are within the current view can be selected.
3. If custom properties are defined, they can be entered as well
4. The Advanced section is discussed in the next section. After all information is filled in, the document can be uploaded by clicking the "Upload" button.

Upload advanced section

The advanced section of the upload dialog allows users to override the default settings when uploading a document.

1. The primary linked Business entity is shown
2. The user has the option to add additional linked business entities to the document
3. The storage provider can be selected.

Viewing and updating content

By double-clicking on a content item in the content gallery, the detail dialog, including a preview, is shown.

1. The preview of the document
2. The content properties of the document. Users can change the properties if required

When clicking the System-tab, the option to update the content or storage provider is available, and some document related information is visible.

1. The option to upload a new version of a document
2. System information about the file that is stored
3. The version history of the content item
4. A direct link to the original document in the specified storage provider. Note this this link is only available when using SharePoint Online as a storage provider.
5. The storage provider can be changed for the selected document. The document will automatically be moved to the new storage provider. When clicking the Business Entity Links-tab, all linked business entities are shown.