Files Toolbars
Overview
The Files module in your user portal is designed to provide a secure and efficient document management system for your company. It allows you to organize, share, and synchronize your work files across various devices, ensuring seamless access and collaboration.
Main Toolbars
The main toolbar at the top of the Files Module contains several key features to help you navigate and manage your files.
Search in Files: The search bar at the top allows you to quickly find files within the module. Simply type in keywords related to the file you are looking for, and the system will filter the results for you.
Show Filter: Next to the search bar, youâll find the Show dropdown menu. This allows you to filter the files displayed based on their type, such as Documents, Spreadsheets, PDFs, images, and more. Select the file type you are interested in to refine your view.
New Button: On the right side of the toolbar, the New button provides several options for creating or uploading new content:
New Word Document: Create a new Word document directly within the system.
New Excel Spreadsheet: Start a new Excel spreadsheet.
New PowerPoint Presentation: Create a new PowerPoint presentation.
Upload New Files: Upload existing files from your computer.
Create New Sub-Folder: Organize your files by creating new sub-folders. These sub-folders will also appear from the dropdown carat in the left hand menu.
Left Sidebar Navigation
The left sidebar offers a structured navigation system to help you access different categories and folders easily.
File List and Tags
In the main view area, you will see a list of files with details such as the file name, type, visibility, updated date, and who updated it. Each file can have multiple tags associated with it to help with quick identification and categorization. Tags appear below the file name and can include terms like Device, Diagram, Drawing, etc.
My Drive: This is your personal work folder. Files and folders here are private and accessible only to you by default.
Project Files: Contains files from all the projects you are a member of.
Group Files: Includes files from all the groups you are a member of.
Opportunity Files: Houses files from all the opportunities you are a member of. (CRM module must be enabled)
Department Files: Stores files from all the departments you are a member of.
Network Drive: This is your company's online shared drive. By default, files and folders here have full company permissions, allowing all users in the company access.
Recently Accessed by Me: Contains files you have recently uploaded or accessed.
Shared with Me: Files that have been shared with you recently.
Pinned: Files you have pinned for quick access.
Reports: Contains saved reports (only available to admins).
Archived View: a list of archived files (users with admin permission will see all archived files).
File Options Menu (3-Dot Action menu)
The File Options Menu, accessible by clicking the three dots icon next to each file, provides a range of actions you can take on a file.
These actions include viewing the file to see its contents, sharing the file with other users, managing permissions, pinning the file for quick access, downloading it to your computer, uploading a new version, and checking out the file to make edits without interference from others, ensuring your changes are preserved before checking it back in.
File Access Tracking: Track access to the file. This menu also allows you to export the access list to PDF or XLS. The option also exists to filter access events by various types by clicking the filter dropdown menu next to the export options.
Other actions available in the 3-dot action menu include publishing the file with public or restricted access options, managing hashtags for enhanced search functionality, setting auto governance rules, defining viewer preferences, moving the file to a different location, renaming it, archiving it, and deleting it.
File Attachment
Click on any Attach link available in a Status Update, Task, Idea, or Direct Message. This will present several repository options on the left.
Attaching documents from external repositories is straightforward once set up by your administrator. To connect to external repositories such as Google Drive, Box, Dropbox, Office365, and OneDrive, click the respective repository's blue button and enter your credentials when prompted. Once connected, all your files from the selected repository will appear in the search results when using the attach option.
Privacy Permissions
When sharing files, it is rcommended to check permission settings from the Share Permissions menu for each file.
When sharing a document from any external repository in MangoApps, if the document is private, you will need to choose your preferred privacy permission within the respective third-party repository to ensure others can access it as needed.
By following these guidelines and utilizing the features of the Files module, you can effectively manage your documents, streamline collaboration, and ensure that your files are always accessible and up to date across all your devices.
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