Promoting Unmanaged Objects

External files that are not enriched with M-Files metadata are considered unmanaged files in M-Files. They can be viewed and modified in M-Files, but the changes are saved to the external repository only and M-Files Server will not maintain version history for such files.
When the user enriches an external file with M-Files metadata, the file is promoted to a managed external object in M-Files. Managed object files can be edited via the external system or via M-Files, but M-Files maintains version history of only the changes made via the M-Files system. Since the external repository may not support version history, M-Files Server stores old file versions within the M-Files system and only the latest version of the file is maintained in the external system.
Note: Unmanaged objects that are checked out for editing cannot be promoted. Before promoting an unmanaged object, make sure that the object is not checked out to you or someone else. See these instructions for more information.

Converting an unmanaged object into a managed object is as easy as changing the class of the object using the metadata card:

  1. In M-Files Desktop, locate and select an unmanaged object either by using the search or External Views.
    The metadata card of an unmanaged object looks something like the following:
  2. Make sure the object is not checked out for editing.
    • If the object is checked out to you, you can right-click the object and select Check In or Undo Checkout from the context menu.
      or
    • If the object is checked out to someone else, see the metadata card of the object to identify the user who has checked out the object, and then ask them to check it in.
  3. Use the Class drop-down menu to change the class of the object.
  4. Once you have changed the class, you may enrich the object with metadata as you see fit. The class that you select determines the default metadata properties of the object.
  5. Click Save to save your changes.
The selected object in the external repository has now been promoted into a managed object.