TABLE OF CONTENTS
Managing Project Files
The Files section within a project functions similarly to a Workbox, allowing project-specific file storage and collaboration. Unlike the general Files module, access to files within a project is limited to users who are assigned to that specific project.
Adding Files to a Project
To upload files to a project:
Navigate to the Files Section
From the project’s left-hand side module list, select Files.
Upload Files
Click the Upload File button from the dropdown menu.
Alternatively, you can drag and drop files directly into the file area.
Organize with Folders (Optional)
Create folders to group files and assign folder-level permissions if certain content should be restricted to specific team members.
Navigate to the add icon and click Create Folder.
Give the folder a name.
Click Save to add the folder.
Complete File Details
Description: Provide a brief description of the file.
Purge Number of Days: Set the number of days the file will be visible.
Folder Delete: Set the number of days after which the file will no longer be available.
Block Download: Enable this option to prevent users from downloading the file.
Permissions: Assign project users permission to access the file upload.
Confirm Upload
Click Upload Files to complete the process.
Once uploaded, the file will be visible in the Files tab of the project for the duration specified between the publish and expiry dates.
File Actions
You can perform the following actions on files within the Files section of a project:
| Action | Description |
|---|---|
| Open File | Opens the file preview window, where you can view notes, metadata, download options, version history, and associated files. |
| Download File | Downloads the file to your computer. You'll be prompted to save the file locally. |
| Edit File | Modify file details including description, visibility dates, and metadata. |
| Cut / Copy / Paste File | Allows you to move or duplicate files within folders of the project. |
| Delete File | Permanently removes the selected file(s) from the project. |
| Check In / Out | Enables version control. “Check Out” the file to upload a new version; “Check In” makes the updated file available to others. Previous versions are viewable in the File History tab. |
| Start Workflow | Initiates a predefined workflow for review, approval, or other processes. Only available if workflows are configured. |
| File Share | Generates a shareable URL for internal users. Optionally opens your default email client with a draft email including the link. |
| External Share | Allows an entire folder and its files to be shared with non-system users. Note: Subfolders are not included and must be shared separately. |
Best Practices
Use folders and meta forms to organize and categorize files for easier access and reporting.
Set publish/expiry dates to control visibility of time-sensitive content.
Always check files back in after editing to make updated versions available to others.
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