SmartAsset File Storage

This document outlines the available options which need consideration for any new or existing SmartAsset user which requires remote access to their SmartAsset library.
Historically SmartAsset made use of existing windows file share in order to provide access to required document for Jobs, Assets, projects etc. With the introduction of the mobile app and browser this existing file share option has become somewhat outmoded as to be truly mobile users always need access to critical documentation , not just when onsite on an organisations network.
In order to accommodate this, several functions needed enhancing to provide for the use of cloud container storage for external files such as Library Attachments and Job Ticket/Purchase Order Template Word files. 

We are here to help

SmartAsset recommends all new and upgrading clients review this outline and discuss options moving forward with the SmartAsset team. We are happy to setup and configure each environment as required.

Who hosts my data?

SmartAsset cloud storage is hosted in a Microsoft Azure Storage container. Currently this is the only option available for hosted storage options. The storage container can be provided by SmartAsset Software or any organisation can setup and configure their own storage container to use within the SmartAsset application. Steps on the azure storage container configuration can be found in this document.

How can my data be accessed?

If you nominate to use online storage for SmartAsset the files by default can only be accessed via the application itself via the client-side application (SDC), mobile app and Browser. Third party tools can be used as alternate access to file storage where required. SmartAsset also provide open APIs which can be used to share files with third party applications. Please contact SmartAsset support for more information regarding these options.

I currently use traditional file share connections in SmartAsset. How can I migrate my data to an online file storage?

In order to accommodate existing customers of SmartAsset we have the following options available moving forward.

Keep using the traditional file share option in SmartAsset

Some organisations may not require files to be accessed externally via the mobile app or browser. If this is the case the SmartAsset setup can be left as is without a need for change. Please note that this option disabled the ability to for users to add or read library items from the mobile and browser. This includes uploading new images via the mobile app.

Migrate my file share to cloud storage

With this option users can move all files located on their local file share to an Azure storage container. SmartAsset can then run upgrade scripts on the application database to redirect all open and historical records to open files on the newly appointed file share.

Run a hybrid scenario moving forward

With this option users can keep their current state of local file share access within the application however any new or updated file will be published to the storage container allowing external access to remote users. This allows customers to keep all historical data in place as it was with the flexibility of making SmartAsset library attachments available moving forward. If historical data becomes required remotely users can update and publish records via the application to an online storage account.

Document management software

If you use a document management system and require SmartAsset to interact with it, please contact SmartAsset support (support@smartasset.com.au) to discuss options moving forward.

How to setup an online storage container for SmartAsset

Blob Storage Constant Settings

Two new constants are required to accommodate access to Azure Blob Storage:
Constant 'AzureStorageConnectionString' contains the connection string to be used when opening the Cloud Storage Account and will be a unique value for each SmartAsset customer deployed in Azure.

Constant 'AzureStorageContainer' identifies the storage container that will retain all files that are posted via the method 'PostFileToAzureBlob':

The container labelled 'smartasset-secure-uploads' has been secured from anonymous access by having its access policy set to 'Private'. This prevents any unauthorised user from accessing a blob storage file by referencing its URL.

Blob Storage Container Constraints

While Blob storage provides for a folder hierarchy that could mimic that of a File Server or Local Folders, it would be impractical to emulate this given the ability for the user to access many different folders in order to locate a file for subsequent upload to blob storage.
As such, the use of containers and folders for SmartAsset deployment is limited to the following:

The container 'smartasset-files' can be redefined by altering the Bitmap Path field shown below.

Example container 'smartasset-files':

Example container/folder Smartasset-files/VEIcons:

Example container 'smartasset-secure-uploads':

While the smartasset-files container is loaded manually via the Azure Portal Upload process the user-defined container is populated via the relevant SmartAsset process.

In this example, the Asset Library tab is used to identify a file on a server.

On selecting the 'Save' button, the identified file is uploaded to the container and local file reference is replaced with the resultant Blob reference.
The file name is prefixed with the document type of 'ASSET;' and the AssetCode 'SHM-02-M075-'.
While this approach to assigning the blob, reference ensures a unique name for the posted file, it also means that uploaded files from the same source file could have multiple copies if posted to multiple entities (e.g. Assets) and that any subsequent change to the source document would need re-uploading to each of these entities.
This requirement can be avoided by copy/pasting the posted blob reference to the other assets, rather than re-posting the same source file in the first instance.

Similarly, picture files associated with Assets can be uploaded to the smartasset-files container by referencing the desired file in the Asset form, safs090:

On selecting the 'Save' button, the identified file is uploaded to the container and local file reference is replaced with the resultant Blob reference.
The SmartAsset Picture navigator will then display this blob-stored file for this asset: