Files Module

Files

Summary: The Files area is the centralized repository for all your intranet content—including images, documents, videos, and PDFs. It simplifies file management, supports structured folder organization, and enables easy linking across pages. With robust permission settings, version control, and notification options, it ensures secure, efficient document handling and team collaboration.

Key Features & Benefits 1. Centralized File Repository Purpose: Stores all images, documents, PDFs, and videos used across the intranet.

Benefit: Keep your content organized and accessible from a single location—no more scattered files.

2. Folder Management: Create or upload folders via drag-and-drop or the New Folder button.

Move Files Easily by dragging files/folders into different locations.

Recycle Bin Support: Restore accidentally deleted items within 90 days.

3. Preview Functionality: View files instantly by right-clicking and selecting Preview—great for confirming file content without downloading.

4. Permissions & Access Control Granular Folder Permissions: Set view, edit, or hidden status for individual users, roles, or role groups.

Advanced Options: Lock folders, inherit parent permissions, or hide them from non-admins.

Benefit: Control exactly who can see and modify sensitive documents.

5. File Replacement Smart Replace Option: Upload new versions with the same name to automatically update links sitewide.

Other Options: Keep both versions or skip if unnecessary.

6. Secure Link Sharing: Generate file links with expiration dates, download limits, and password protection.

Manage All Links from the Manage Links area.

Benefit: Easily share content internally or externally while keeping control.

7. File Notifications: Set up alerts for uploads, downloads, deletions, or folder browsing.

Customizable by Role: Notify only the people who need to know about changes.

8. Enhanced View Options: Choose between small or large icons, toggle checkboxes for multi-select, and tailor your layout preferences.

9. In-Page Uploading: Seamless file access from within the Text, Images & Videos module.

Upload on the Fly without navigating to the Files area—perfect for fast content updates.

Use Case Example: Upload your employee handbook to the Files area, link it to the HR page, set read-only access for all staff, and get notified when someone downloads the document—everything managed from one place.