Managing Files and Folders

Manage files and folders to edit, move, copy, or delete them. Users can also replace files to update the file while keeping other settings and sharing configurations. File and folder management provides comprehensive control over Document Library content organization, lifecycle management, and collaborative workflows.

Requirements

To manage files and folders, users must be assigned a security role with the following permissions:

• Folder (system): Read, Edit, and Delete
• Tab Settings, Documents: On
• App Settings: App with the Documents Tab must be Visible
• If you are not an administrator or the folder owner, the file or folder must be shared by the owner

Understanding File and Folder Management

Permission-Based Access Control

Owner and Administrator Access: Folder owners and administrators have complete management access to files and folders regardless of sharing configurations.

Shared Access Management: Users with shared folder access can perform management operations based on their assigned permission levels:

• Can View: Read-only access with no management capabilities
• Can Upload: Can add new files but limited editing capabilities on existing content
• Full Control: Complete management access including editing, moving, copying, and deleting

Management Operation Scope

File-Level Management: Individual file operations including editing properties, version control, sharing configuration, and lifecycle management.

Folder-Level Management: Folder operations including structural changes, sharing modifications, and bulk content operations.

Bulk Operations: Multiple file and folder operations for efficient content management and organizational restructuring.

Editing File and Folder Properties

File Properties Management

Accessing File Properties

1. In the Documents Tab, navigate to the folder containing the file you want to edit
2. Hover your cursor over the target file
3. Click Edit from the available options
4. Make the desired changes to file properties:
   • Name: Modify the file name for better organization and searchability
   • Description: Update or add detailed information about the file content and purpose
   • Keywords: Add or modify search terms for improved Document Library discoverability
   • Published Publicly: Enable or disable public access without portal authentication
5. Click Done to save the changes

Folder Properties Management

Accessing Folder Properties

1. In the Documents Tab, navigate to the target folder containing the folder you want to edit
2. Hover your cursor over the folder and click Edit
3. Alternatively, access folder properties through the folder settings menu
4. Make desired changes to folder configuration:
   • Folder Name: Update the folder name for improved organization
   • Owner: Reassign folder ownership if administrative privileges allow
   • Collaboration Settings: Enable or disable collaboration features and rating functionality
   • Sorting Configuration: Modify sort criteria and direction for folder contents
5. Click Done to apply the changes

File Version Management

Uploading New File Versions

Version Upload Process

1. In the Documents Tab, navigate to the parent folder containing the file you want to update
2. Click the file name to access the file detail page
3. In the file page, click the three dots at the top right corner
4. Click Upload New Version from the dropdown menu
5. In the window that appears, click Replace File
6. Select the new file version from your local computer
7. Important: This will make the new file the current version while preserving the previous version in history

Version History Management

Reverting to Previous Versions

1. Access the file detail page by clicking the file name
2. Click the three dots at the top right corner
3. Click Version History from the dropdown menu
4. Navigate to the desired previous version
5. Click Make Current Version to revert the file

Deleting Specific Versions

1. Access Version History through the file detail page
2. Navigate to the version you want to delete
3. Click the "X" icon in the right corner of the version entry
4. Important: To delete the current version, you must first revert the file to another version before deletion

Moving and Copying Operations

Moving Files and Folders

Bulk Move Operations

1. In the Documents Tab, navigate to the folder containing the files and folders to move
2. Check the checkboxes next to the files and folders you want to move
3. Click Move or Copy from the available actions
4. In the window that appears, navigate to and select the target folder
5. Click Move to transfer the selected items

Important Considerations:

• Moving folders also moves all child files and folders contained within
• Original sharing permissions are maintained during move operations
• Users must have appropriate permissions in both source and destination folders

Copying Files and Folders

Bulk Copy Operations

1. In the Documents Tab, check the files and folders you want to copy
2. Click Move or Copy from the available actions
3. In the window that appears, navigate to and select the target folder
4. Click Copy to duplicate the selected items

Copy Operation Behavior:

• Creates independent copies with separate sharing and permission configurations
• Maintains original file properties including descriptions and keywords
• Version history is not copied - copies start with single version

Deletion and Cleanup Operations

File and Folder Deletion

Individual Deletion Process

1. In the Documents Tab, navigate to the parent folder containing the file or folder to delete
2. Hover over the target file or folder
3. Click Delete from the available options
4. If prompted, click OK to confirm the deletion

Bulk Deletion Operations

1. Navigate to the folder containing multiple items to delete
2. Check the checkboxes next to the files and folders for deletion
3. Use available bulk delete options or delete individually as needed
4. Confirm deletions when prompted

Important Deletion Considerations:

• Deleting folders also deletes all child files and folders
• Deletion may be irreversible depending on system configuration
• Consider version history and sharing implications before deletion

Advanced Management Features

Folder Navigation and Organization

Folder Structure Management

• Use the folder hierarchy navigation to efficiently organize content
• Leverage the "Jump to folder" functionality for quick navigation between distant folder locations
• Maintain consistent folder naming conventions for improved user experience

Search and Discovery Integration

Content Optimization

• Update file and folder names to support search functionality
• Add relevant keywords and descriptions to improve content discoverability
• Organize content in logical folder structures that align with user search patterns

Best Practices for File and Folder Management

Organization Strategy

Systematic Management Approach

• Develop consistent naming conventions for files and folders across the organization
• Regular review and cleanup of outdated or redundant content
• Strategic use of folder structures that reflect business workflows and user access patterns

Version Control Management

• Establish clear practices for version naming and management
• Regular cleanup of unnecessary file versions to optimize storage utilization
• Clear communication about version control practices to collaborative users

Security and Access Management

Permission Awareness

• Understand the relationship between folder sharing permissions and file management capabilities
• Regular review of file and folder sharing configurations during management operations
• Coordination with administrators for complex permission requirements

Content Lifecycle Management

• Establish retention policies for different types of content
• Regular assessment of content relevance and accuracy
• Proper archival or deletion procedures for outdated materials

Collaborative Management

Team Coordination

• Clear communication about file and folder management operations that affect shared content
• Coordination of bulk operations that may impact other users' workflows
• Proper notification of significant organizational changes

Change Management

• Documentation of major structural changes for user communication
• Testing of management operations in non-critical environments when possible
• Backup considerations for critical content before major operations

Integration with Document Library Features

Social Collaboration Impact

Activity Tracking: File and folder management operations generate activity entries that are visible in social collaboration feeds and user activity tracking.

Notification Integration: Management operations may trigger notifications to users following affected files and folders.

Version Control Integration

Comprehensive Tracking: All management operations are tracked in version history and activity logs for audit and management purposes.

Collaborative Workflow Support: Version management supports collaborative editing workflows while maintaining content integrity and access control.

File and folder management provides essential tools for maintaining organized, efficient Document Library content that supports collaborative workflows, security requirements, and evolving organizational needs through comprehensive lifecycle management capabilities.

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