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Organizing Files

Users having 'Role' permission 'Manage File Folders' have access to do following activities.

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

Tagging a file: Each time a file is uploaded to the library, it will be "tagged" automatically with the format type. Tags are a type of keywords that help you search and find files in the whole library (including folders and subfolders). For example, when uploading a brochure, this will automatically be tagged "Brochure". You can change or add more tags for each file. Moreover, you can tag files according to an ongoing marketing campaign: "Road Show London".  

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Searching for files: In the search bar, you can use these keywords (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: You can select checkbox on the file and click on 'Remove' to delete the file from library. Also you can click on the file to open it in larger view and click on three dots in the right top corner to select 'Delete'

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 the Regular Users with only 'Order Prints' access can not download files for data security reasons

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