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Library - Adding Files and Folders Video Guide

 

Tip: You can navigate to specific sections in the video by selecting the Chapters icon.

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Learning Objectives:

1. Recall how to search and filter the file library.

2. Describe how to create and update file folders.

3. Summarize how to upload and revise files.

 

 

Video Script

Welcome to the Library: Adding Files & Folders overview. In this video we will demonstrate how to create folders in the library and add, update, and download files from the library.

To get started, select Library from the main menu. This will open the file library where you can upload and organize files for your building. Your user group permissions will dictate which actions you can perform on this page. 

The file library is organized by folders and each workspace has several folders already created. This includes Activation Files, AGM Materials, Board Meeting Minutes and more. Each of these folders can be revised or deleted as needed. All of your folders will be listed in either alphabetical or numerical order in the folders list. Click the plus sign beside a folder name to see its corresponding subfolders. 

To create a new folder, select Options followed by Add New Folder. Then, enter a name for the folder. Next, enter a description of the files that will be saved in the folder. This will help residents distinguish which folder to look in when searching for documents. 

After entering the folder name and description, set the folder permissions for each user group. No Access means the user group cannot see the folder or any files in the folder. View Access means the user group can see the folder and the files within it. And Full Access means the user group can see the folder and files, as well as edit the folder and files. Once completed, click Save. You will now see the new folder in the folders list. 

To adjust a folder’s settings, locate the folder in the file library list and select Options. To change the folder name or description select Rename. Enter the new folder name or description and click Save. To move the folder to a different location, select Move. Pick the appropriate folder from the drop-down menu and click Save.

To adjust the folder permissions, select Permissions. If a user group does not have access to the parent folder, it will be blocked from having access to the subfolder. Subfolders will default to the same permission as the parent folder. Revise the available user group permissions as needed and click Save. And to remove the folder from the system, select Delete. Then, choose either Confirm and Delete or Do Not Delete. You can move or delete multiple files and folders using the main options menu.

To view the files in a folder, click on the folder name. You will then see a list of files and if applicable, subfolders listed in alphabetical or numerical order. To quickly locate a recently uploaded file, refer to the Recent Uploads section. This section displays all the files upload in the last 30 days. To see the full list of recent uploads, select View More.

You can also conduct an all-text keyword search of the file library, using the search bar at the top of the page. Filter your search by, selecting a specific file format or specific timeframe from the drop-down menus. If you want to search a specific date range, select Custom Date from the drop-down menu, enter the start date and end date, and click Search. 

To add a new file to the file library, select Options followed by Upload a File. Then, enter a file name and file description. Next, select the folder you want the file uploaded to. After selecting a folder, upload the file by selecting Choose File. Then, add any tags to the file to assist with searching. If your tag is not listed, select Create New Tag, enter the tag name, and click Save. Next, determine if you want to send an email notification about the new file to the applicable user groups. This field will be auto populated to the default option set on the file library setup page. Once completed, click Save. You will now see the new file in its designated folder.

To upload multiple files to the file library, select Options followed by Upload Multiple Files. Then, click Upload Files and select the appropriate files. When you are finished uploading the file, click Next. Like before, you will then need to enter a file name and description, select a folder location and relevant tags, and confirm the email notification setting for each of the uploaded files. Once completed, click Submit. You will now see a summary of how many files were saved and email notifications were sent. To return to the file library, click File Library. Your uploaded files will now be listed in the recent uploads section.

If you want to see a preview of a file, click on the file name. You will then see a summary of the file details followed by the file preview. Much like folders, a file’s settings can be adjusted after it’s been uploaded to the system using the options menu.

To revise the file details, select Edit. You can then change the file name, description, folder location and tags, as well as upload a new version of the file. Once completed, click Save. To move the file to a different folder, select Move. Pick the appropriate folder from the drop-down menu and click Save. To remove the file from the system, select Delete. Then, select either Confirm and Delete or Do Not Delete.

To download a copy of the file, select Download File. And to download a report of all the user that have viewed the file by selecting File Views. You can also print the file by selecting the print icon in the file preview. 

This concludes the Library: Adding Files & Folders overview. For more information on the library feature, please refer to our user guide.

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