Files and Folders

All files within a space can be accessed on the Files tab, regardless of where they were uploaded. Creating sub-folders in the Home folder and the ability to drag and drop files with in the Home Folder can help keep files organized.

Where to Attach Files to a Space 

Files can be attached to a space while:

1. on the Files tab
2. editing a news article or page

All files, regardless of where they are added into a space, are listed on the Files tab. 

About the Files Tab 

The files tab shows you all files, regardless of where they were attached within the space.  While on the Files tab, you can:

• view files
• add files
• add sub-folders
• replace files
• delete files
• check-in/check-out files
• describe files
• comment on files
• add categories to folders
• add tags to files, and
• organize home files and folders

Viewing Files within the Files Tab: 

Home Folder:  Click on "Home" to view all files that have been attached while on the "Files" tab.  Files located in the "Home" folder or sub-folder are not available to the public. 

Files:  Click on "Files" to view all files within the space. Click on the individual file name to see more details (description, file size, etc.) about the file, check it in or out, view the history and leave a comment.

Folders:  Click on "Folders" to view all files, sorted by the folder they reside in.  Files added to a news article or page reside in the "News" or "Pages" folder.  Files added while on the Files tab reside in the "Home" folder.

Checked Out:  Click on "Checked Out"' to view all files which are currently "checked out"

Mine:  Click on "Mine" to view all files that were attached to the space by you

Add Files to Home Folder

The files tab is the place to store files independently of any page or new article.  If you attach a file while on the Files tab, the file is automatically placed within the "Home" folder which cannot be seen by the public.  Files can also be placed into sub-folders of the Home folder, for further organization of files, just like your own hard drive.

1. Click on the "Files" tab
2. Click on "Home"
3. Click on "New Item".  Within this window you can take on of these actions:
   
   • Add Folder, (which will be a sub-folder of the current folder)
   • Upload a file, or
   • Edit the description of the folder you are currently viewing
4. Select "Upload a file" (Note: Upload a zip file to attach multiple files.  When the file is uploaded, click the (i) info button on the right to unzip the files.)
5. Click on "Browse" and locate the file to upload
6. Click "Save"

Add a Description, Edit the Title, Tag, Delete, Comment, Check in/out a File

1. Click on the "Files" tab
2. Click on "Files"  
3. Click on the name of the file to go to the file view. You will see a view of the file, similar to the image below:
   
   
   
   
4. While in File View mode, you can do the following:
   • Check-in/Check-out the file and add a comment (Once checked-out, you can safely download the files by clicking on the file name and make the desired changes. Other members will not be able to update/replace a file that you have checked-out.)
   • Add tags
     
   • Leave comments
   • View History
5. Click on the "Edit" button to do the following:
   
   • Edit the Title
   • Add Tags
   • Add a description
   • Change the URL name
   • Delete the file
     
     
     

Sorting Files to View by Tag

Files with tags attached can be sorted (filtered) by tags simply by clicking on the appropriate tags in the right sidebar while viewing Folder lists.

Add a Sub-Folder to the "Home" Folder

Files can also be placed into sub-folders of the "Home" folder, for further organization of files, just like your own hard drive. To create new sub-folders: 

1. Click on the "Files" tab
2. Click on "Home"
3. Click on "New Item".  Within this window you can take on of these actions:
   
   • Add Folder, (which will be a sub-folder of the current folder)
   • Upload a file, or
   • Edit the description of the folder you are currently viewing
4. Select "Add Folder"
5. Type a name for the new folder
6. Click "Save"

 The new folder will now be viewable.  To give the sub-folder a description

Add Files to a Sub-Folder

1. Click on the "Files" tab
2. Click on "Home"
3. Click on the sub-folder.  A new page will load, showing the contents of the sub-folder.
4. Click on "New Item".  Within this window you can take on of these actions:
   
   • Add Folder, (which will be a sub-folder of the current folder)
   • Upload a  file, or
   • Edit the description of the folder you are currently viewing
5. Select "Upload File" (Note: Upload a zip file to attach multiple files.  When the file is uploaded, click the (i) info button on the right to unzip the files.)
6. Click on "Browse" and locate the file to upload
7. Click "Save"

Delete Sub-Folders of the Home Folder

Folders can be deleted by:

1. Click on the "Files" tab
2. Click on "Folders"
3. Drill down to the Folder to be deleted
4. Click the info (i) button to the right of the Folder
5. A window will pop-up.  Select "Delete"
6. A warning box will pop-up. Click "OK"
7. Click on "Save"

Organize "Home" Files and Folders

While in the "Folders" view of the Files tab, files and folders can be dragged and dropped in the "Home" folder and sub-folders, to help organize your content. 

To move files or sub-folders within the Home folder:

1. Click on the "Files" tab
2. Click on "Folders" in the sub-navigation
3. Scroll down to the Home Folder
4. Place your cursor on either a sub-folder icon or a file icon
5. Click and hold down your mouse button and drag and drop the file or folder to another location within the "Home" folder
6. The page will refresh showing the file or folder moved to the new location

Add a File (attachment) while Editing an Article or Page

1. Browse to the News article or Page
2. Click on "Edit"
3. Click on the "Attachements" tab
4. Click on "Upload an Attachment"
5. Click on "Browse"
6. Locate the file you want to attach
7. Click "Open".  The attachment name will appear in the box next
8. Click on "Save"

The attachment is now available to link to from any news article or page in your space. 

Managing files while viewing a news article or page:

Download a file

1. Browse to the News article or Page
2. Look for the "Attachments" section below the content body
3. Click on the file name to download the file

Delete a file

1. Browse to the News article or Page
2. Click on the "Edit" button
3. Click on the "Attachments" tab
4. Click on the red circle to the right of the file name to delete the file
5. Click "Save"