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Organizing Files

In this article:

Users with the permission Manage File Folders are able to do the following:

Organizing Files

If you upload multiple files to your library, you may choose to organize them by folders or by tags.

Organizing Files in Folders

You can save files in a folder (the folder could be linked to a specific group or team to make it clear to the users who might be searching for it).  A file can be stored in multiple folders or subfolders. If you remove a file from a given folder, it will not remove from the other folders where it is saved. Moreover, when you preview a file, you can see: 

  • the date when the file was first added
  • the date when it was modified 
  • the person who uploaded it
  • description with more details about the file
  • tags to help it appear in search results

Tagging a file 

Tags are a type of keywords that help you search and find files in the whole library. You can change or add more tags for each file, e.g. you can tag files according to an ongoing marketing campaign, e.g. "Road Show London". In order to see, add or change tags just click on the file and open the Metadata tab on the right-hand side.

From the main library, you can also filter files by tag for easy accessibility. 



Searching for files 

In the search bar, you can use keywords (including tags) to look for a certain file. The search will pull all files matching your keywords from all folders in the library. Clicking on a file in the Library or in the search results opens the file preview. Here the Folder path of the File where it is stored is shown at the top.

Naming Files

Any uploaded item will be saved with a name from your computer (or Dropbox). This can be modified if you hover on the file and click on Rename.

Deleting Files 

To delete a file, you can select either select the checkbox on the top-left corner of the file icon and click on 'Remove'. Alternatively, you can click on the file and click on the bin icon at the top.

Downloading Files 

When you hover over a file in the Library folder, 'Download file' link appears. Also, you can click on the file and from the three-dot button in the right top corner, select 'Download' to get the file to your local computer drive. Please note that you will need to have the permission 'Upload files' enabled in order to download files. More on permissions here.

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