Files Toolbars

Complete cloud-based document organization, sharing, and storage solution for any business

Files

The Files module enables you to have a secure document management system in your company. It helps you organize, share, and keep all your work files across different devices in sync.

To navigate to Files, click on Documents and select Files.

The Files screen allows you to see:

Your files: This is your personal work folder. By default, the files uploaded and folders created here are private and only accessible to you
Project Files: You will find files from all the projects you are a member of here.
Group Files: You will find files from all the groups you are a member of here.
Opportunity Files: You will find files from all the opportunities you are a member of here
Department Files: You will find files from all the departments you are a member of here
Files on your Network Drive: This is your company's online shared drive. By default, the files uploaded and folders created here have full company permissions, so all users in the company in general have access to everything under it.
Recently Accessed: This folder contains files you have recently uploaded or accessed
Recently Shared: Files shared with you
Pinned: Files you have pinned for quick access
Reports: Saved reports. This feature is only available to admins
Synched to Desktop: Refresh to ensure the sync is up to date with all files

Search all available files
Create a new Word document
Create a new Excel spreadsheet
Create a new PowerPoint presentation
Upload a new file
Create a new subfolder

Connect to SharePoint Server

It’s really simple to attach documents from repositories once it is set up by your administrator. Just click on any “Attach” link for a Status Update, Task, Idea, or Direct Message… anywhere you see “Attach”. You will see several repository options on the left like this (enter your Sharepoint credentials to access your files

Please note! When you share a document from any external document repositories in MangoApps, if the document is private so that other people cannot see it, you will need to choose your preferred privacy permission in the respective third party repositories.

Connect to Google Drive

Clicking on any blue button will ask you for your credentials. Once you follow these steps, all of your files no matter where they are will show up in search results from the attach option.

When you share a document from any external document repositories in MangoApps, if the document is private so that other people cannot see it, you will need to choose your preferred privacy permission in the respective third party repositories.

Connect to Box

Clicking on any blue button will ask you for your credentials. Once you follow these steps, all of your files no matter where they are will show up in search results from the attach option.

Connect to Dropbox

Clicking on any blue button will ask you for your credentials. Once you follow these steps, all of your files no matter where they are will show up in search results from the attach option.

Connect to Office365

Once you enter your credentials in the below screen all of your files no matter where they are will show up in search results from the attach option.

Connect to OneDrive

Clicking on any blue button will ask you for your credentials. Once you follow these steps, all of your files no matter where they are will show up in search results from the attach option.

File Level Actions

When you open a file that has been shared with you or that you have uploaded, there are new activity options available to you.

Download the tracker for offline access
Share: Options for sharing the file. These will vary based upon if the file was shared with you or if you are the file owner.
Manage: Manage the file. The options in this menu vary based upon whether or not you are the file owner.
Advanced Tools: Advanced tools include:
1. Upload a new version
2. Check out
3. File access review
4. Initiate approval workflow
Comments: View and add comments about the file
Details: View details about the file

You are able to share files with other users. If you are the file owner, you have the ability to configure the sharing permissions.

Click on Share and then select, Share Permissions.

See who the file is currently Shared With
See the permission level for user the file has been shared with
Click on Make Full Company to make the file available to all users within the company. If you select to do this, you can stop sharing the file at any time
You can share with more colleagues, teams, or anyone outside the company.
Click on Close to close the Share Permission dialog box.

Publish the file to:
1. SharePoint
2. Office 365
3. Google Drive
4. Box
5. Dropbox
6. OneDrive
Move: You can move the file to a new folder. For the file permission, you can elect to:
1. Keep Current File Permissions
2. Apply the new folder permissions and remove current permissions for the file
3. Apply the new folder permission and retain the current permissions for the file
Rename the file
Delete the file. You can only delete files you are the owner of.

Advanced Tools

Upload new version: The new uploaded file will become the latest version. The current version and all earlier versions (if any) will still be maintained and accessible.
Check out: You can check a document out to work on it. If you make changes, you can check in the new version of the file
File Access Tracking: This allows you to see all activity with a file you are an owner of
Initiate Approval Workflow: Get approval on files from other users

Approval Workflow Process

After you select to Initiate Approval Workflow you will see a dialog box.

Select who you want to send the approval request to
Customize the message you want to send the the designated user(s)
Select the default permissions you want to give to all approvers. You can select from:
1. Owner
2. Editor
3. Viewer
4. Viewer (No download)
Select the date and time the approval is expected by
The link of the document that will be sent
Click on Next to proceed

Select if all approvers must approve before the document can move to approved status
Select to have the system automatically re-sent approval request to all approvers when a new version of the document becomes available
Go back to previous step
Send the Approval Request

Comments

The Comments section allows you to see and add comments to a file.

Click on Comments from the top menu bar.

See any added comments to the file
Add a comment to a file

File Details

The file details shows you meta details about the file. If you are the file owner you can edit the associated folder and description for the file.

View Old Version of Files

File owners and editors can upload new versions of a file.

Users that a file have been shared with are able to view current and previous versions of a file.

Locate the desired file and click on details.

In the details section, you can see if there are previous versions of a file.

To access a previous version of a file, click on Advanced Tools and select View Older Versions.

Click on the three dot menu for the version you wish to view. Depending on the permissions set by the file owner, you will see an option to Download or View the previous version. Select the desired option to view the previous file version.

FAQs

Is there a file size limit for document uploads?

The file upload limit varies between different interfaces such as web, messenger, mobile portals and also based on the storage option used. Here are some limits for file uploaded when using SAN and Amazon S3 as storage for MangoApps.

SAN:

Maximum upload size per file from web portal - 2 GB
Maximum upload size per file in chat and messenger - 2 GB
Maximum upload size per file from file sync - 10 GB
Maximum upload size per file from iOS and android platforms - 200 MB

For all the platforms(web, messenger and mobile) with SAN as storage, you can play/stream video files online upto a size of 1 GB per video file without downloading them.

Amazon S3:

Maximum upload size per file from web portal - 5 GB
Maximum upload size per file in chat and messenger - 2 GB
Maximum upload size per file from file sync - 10 GB
Maximum upload size per file from iOS and android platforms - 200 MB

For all the platforms(web, messenger and mobile) with Amazon S3 as storage, you can play/stream video files online with no limit to its file size.

For all the platforms(web, messenger and mobile) and both the above storage options(SAN and Amazon S3), there is no download limit to the file size.

For any GIF content, the upload size is limited to 4 MB.

What are the visibility permissions for files & folders?

MangoApps has 4 visibility permissions for files and folders:

Private: Setting the visibility of a file or folder as 'Private' removes everyone it’s been shared with and only the owner will have access to it.
Shared: Setting the visibility of a file or folder as 'Shared' means only the users explicitly granted the permissions will have access to it.
Team: Files/folders created in a project, group or department have visibility setting of 'Team'. This means that all members of the team by default have access to it.
Full Company: Setting the visibility of a file or folder as 'Full Company' will allow everyone in your company access to it with Editor privileges.

Folder permissions:

Role

Download

View

Rename

Unshare

Delete

Upload

Create Sub-Folder

Move

Owner/ Co-owner

✓

Editor

✓

Viewer

✓

Viewer (No Download)

✓

No Access

File permissions:

Role

View

Upload

Download

Rename

Edit

Comments

Check Out/In

Publish

Move

Delete

Restore

Workflow

Sync

Access History

Owner/ Co-owner

✓

Editor

✓

Viewer

✓

Viewer (No Download)

✓

No Access

What type of files are supported?

Currently we support more than 50 document types and the list continues to grow. The supported file types are listed below.

When MangoApps is set as file storage(S3, San) Image Extensions: “jpeg”, “pjpeg”, “gif”, “png”, “x-png”, “jpg”, “bmp”

Video Extensions: “flv”, “mp4”, “avi”, “wmv”, “3gp”, “m4v”, “mov”, “mpg”, “mpeg”, “m2v”, “3g2”, “3gpp”, “asf”, “dat”, “divx”, “dv”, “f4v”, “m2ts”, “mkv”, “mpe”, “mpeg4”, “mts”, “nsv”, “ogm”, “ogv”, “qt”, “tod”, “ts”, “vob”

Audio Extensions: “m4a”, “aif”, “aiff”, “au”, “flac”, “ogg”, “ra”, “wav”, “wma”, “mp3”

Doc Extensions: “doc”, “doc6”, “docx”, “docbook”, “html”, “odt”, “pdf”, “rtf”, “txt”, “pptm”, “ppt”, “pptx”, “ods”, “xls”, “xls5”, “xls95”, “xlsx”, “xlt”, “xlt5”, “xlt95”, “csv”, “xltx”, “htm”, “ott”, “ppsx”, “xla”, “xltm”, “dotm”, “potx”, “gdoc”, “odp”, “xml”, “dot”, “docm”, “potm”, “dotx”, “xlsm”, “xlsb”, “mobi”, “wps”, “xsl”, “dif”, “sxc”, “stc”, “fods”, “uos”, “sxw”, “stw”, “fodt”, “uot”,”eml”

Archive Extensions: “zip”, “jar”, “tar”, “tar.gz”, “tar.bz2”, “gz”

When Box is set as file storage

Box document viewer extensions: “pdf”, “doc”, “docx”, “ppt”, “pptx”, “xls”, “xlsx”, “txt”, “py”, “js”, “xml”, “html”, “css”, “md”, “pl”, “c”, “m”, “json

How can I revoke access to a file or folder I have already shared publicly?

Any network administrator or the owner of the folder/file can select “Share Permissions” for the file from the files details or by right clicking the folder 3-dot settings. Once in share permissions then click on “Stop Sharing ‘x’.”

Can I change the permissions for files or folders after I have shared them?

Yes, any network administrator or the owner of the file/folder can select “Share Permissions” for a file from the files details page or click 3-dot settings of the folder. Then click on the permissions & choose between “View Only” or “View with Download.”

Any network administrator or the owner of the file can select “Share Permissions” on the file they wish to make public.

Then click on “Make Public.”

Choose permissions & click on “Make Public.”

Once a file is made public, you will get the below dialog from where you can copy the public link for the file.

How do I get the public link for a file?

You can easily get the links to the files that are already made public from the “File Tools” drop down.

Yes, you can share folders within teams by right clicking the folder then share folder -> with public.

When I attach a file that is stored in an External Document Repository is the file copied to MangoApps or is a link to the file shared?

A link to the file in the document repository is attached to the communication in MangoApps.

Can I search External Document Repositories for files?

Yes, when attaching files from External Document Repositories you can search all repositories by clicking on the “Magnifying Glass” icon labeled “Search Files”. The search will commence for all enabled document repositories as well as on your computer and in the MangoApps document cloud for the search criteria you provide.

Can I assign metadata to files in External Document Repositories?

Currently there is no way to add metadata to files in Most External Document Repositories. Depending on the repository, it may have a feature to add metadata through their External Document Repository application.

How do External Document Repository file permissions work?

File permissions for External Document Repositories are specific to each repository. Some repositories may allow a public link for the file that you are sharing through an attachment in MangoApps. Other repositories may require a sign in to view the attached file.

How does Sync work with files stored in External Document Repositories?

MangoApps sync only supports files that are native to MangoApps and not external document repositories.

How does the file viewer work with files in External Document Repositories?

If the External Document Repository has a file viewer for that file type, it will be used. Otherwise you may need to download the file to view it locally using the application on your computer. Alternately, you can import the file to MangoApps to use the MangoApps document viewer.

How do I bulk import files from External Document Repositories?

You can bulk import files from External Document Repositories by downloading them to your local computer then use MangoApps for Windows/Mac Sync feature to upload the files.

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Last updated 6 months ago