🆕Files Toolbars
Overview
The Files module in the 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 Source Filter: Use this filter to select the source of files and folders you want to view. The available options are:
Internal: Displays files uploaded and folders created directly under the Network Drive. It also includes an aggregated view of files attached to company posts, company pages, and updates sent to followers.
Public: Shows an aggregated view of all files and folders that have been given public access anywhere within your domain.
External Repository: Displays an aggregated view of files stored in external repositories that have been shared in MangoApps—such as those attached to updates, posts, pages, wikis, etc.
The Source Filter is only available when browsing the top-level folder of the Network Drive.
Show Types Filter: Next to the search bar, you’ll 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)
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.
Manage Auto Governance
The governance settings for files advanced tools to streamline content management, enabling bulk actions and integration with SharePoint files.
Users can efficiently manage governance for files and media through the following features:
Multi-Select for Governance: Users can multi-select files (not folders) or media to add them under governance.
Bulk Upload: During bulk uploads, files and media can be assigned to governance in one action, simplifying the process.
Bulk Removal: Users can also bulk remove files and media from governance when needed.
To utilize these features, users must have owner or admin permissions for the files or media they wish to manage.
Admins must activate auto-governance before these options are available. Navigate to Governance > Automation to enable these features for files and media within the Admin Portal.
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.
Copying Folders & Files
From the Files module, users can perform a bulk copy of folders and files within Teams, Network Drive, and My Drive in MangoApps. This feature allows users to duplicate an entire folder and file structure from one location to another with all associated metadata and content intact.
Permissions Required
To perform a bulk copy, users must have Owner permissions on both the source folders/files and the destination folder.
System folders and files cannot be copied.
The bulk copy operation creates a deep copy of the selected folders and files, including their entire hierarchical structure. This includes all folder and file metadata, such as descriptions, categories, hashtags, and custom fields, as well as the actual file content.
Users can copy up to 500 files in a single bulk operation.
For image files, thumbnails are copied; for video files, both thumbnails and any associated transcripts or subtitles are included.
Copied items inherit the permissions of the destination folder, but the user performing the operation remains listed as the owner. A log entry is created in the access tracking history for all copied items, and these items are automatically indexed, making them searchable within the platform.
If a folder or file already exists in the destination location, its metadata (such as name, description, category, hashtags, etc.) is updated based on the source. Depending on your domain's Duplicate File Behavior setting (found in the Admin Portal under Modules > Files > Settings), the platform will either create a new version or a duplicate of the file.
Bulk Actions on Files
MangoApps also supports the ability to move folders and files in bulk across Teams, Network Drive, and My Drive. This makes organizing content more efficient, especially when managing large file sets.
System folders and files cannot be moved.
To move items, users must have Owner permissions on both the source folders/files and the destination folder.
Users can move up to 500 files in a single operation.
The bulk move operation transfers the full folder/file hierarchy from the source to the destination. This includes both metadata and content. For image files, thumbnails are moved along; for video files, thumbnails and transcript/subtitle files are included.
During the move process, users can choose how permissions are applied to the moved content. Once moved, the folders and files are automatically indexed and become searchable. A log entry is added to the access tracking history for each item.
If a selected folder or file already exists in the destination, it is skipped during the move. Once the operation is completed, the original items are removed from the source location.
A notification will appear under the bell icon when the operation finishes.
File Re-Indexing Timeframe
Re-indexing is required only when a file is changed. This includes situations where a new version of the file is uploaded or the file is edited online. In these cases, the file will be automatically re-indexed, usually within 15 minutes. This process ensures that answers are based on the most current file content.
The file will be removed from the index when it is archived or deleted.
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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