Uploading Files in the Document Library
Users can upload any type of file into a folder of the Document Library with a file size limit of 4GB per asset. Links to YouTube or Vimeo videos can also be hosted as files in the Document Library. Users can also create various content types including documents, notes, snippets, bookmarks, marketing links, and email templates directly within folders. After uploading a file or linking a video, users can view these files on the portal or reference them in templates and APIs.
Requirements
To upload and manage files, users must be assigned a security role with the following permissions:
- Folder (system): Read and Create
- Tab Settings, Documents: On
- App Settings: App with the Documents Tab must be Visible
To create marketing links and email templates, users must be assigned an employee security role.
Understanding File Upload Capabilities
File Storage Options
Direct File Upload: Files uploaded directly to the portal count against your Magentrix storage allocation but provide full integration with Document Library features including version control, social collaboration, and analytics tracking.
External Link References: Files can be linked externally to prevent using Magentrix portal storage space while still providing organized access through the Document Library structure.
Storage Limitations: The Magentrix portal, depending on subscription, has default allocation between 5GB to 100GB. Additional storage is available at 1GB/month increments as required.
Content Type Capabilities
Standard File Uploads: Any file type can be uploaded with 4GB maximum file size per asset, subject to security role file type restrictions configured by administrators.
Video Integration: Direct integration with YouTube and Vimeo platforms allows video content to be organized within the Document Library without consuming storage space.
Content Creation Tools: Built-in content creation capabilities for various business content types including notes, snippets, bookmarks, marketing materials, and email templates.
Uploading Files to Folders
Individual File Upload Process
Basic File Upload Methods
In the Documents Tab, navigate to the target folder for the files you are uploading
Choose one of the following upload methods:
Drag and Drop Method:
- Drag and drop the file you wish to upload directly into the target folder
Upload Button Method:
- Click the Upload Arrow button
- In the local machine file browser that appears, select the file you want to upload and click Open
Once the file has been uploaded, hover your mouse over it to access file management options:
- Download: Retrieve the file to your local machine
- Edit: Modify file properties, add descriptions, and configure keywords
- Delete: Remove the file from the folder
- Share: Configure file-specific sharing settings
File Properties Configuration
Adding File Metadata
- After uploading, hover over the uploaded file and click Edit
- Configure the following optional properties:
- Description: Enter detailed information about the file to provide users with context and usage guidance
- Keywords: Enter search terms to allow users to find the file using the Document Library search function
- Published Publicly: Check this option if you want the file to be accessed through the file URL without logging into the portal
Multiple File Upload Process
Bulk File Upload Methods
In the Documents Tab, navigate to the target folder for your file uploads
Choose one of the following bulk upload options:
Upload Button Method:
- Click the Upload Arrow button
- In the file browser, select multiple files from your local computer using Ctrl+click or Shift+click
- Click Open to upload all selected files
Drag and Drop Method:
- In your local machine's file browser, select multiple files
- Drag the selected files onto the files pane of the Document Library folder page
Important Note: Files uploaded with bulk methods will only have the Name field configured by default. To add descriptions, keywords, or other metadata, use the individual file editing process after upload.
Creating Content Within Folders
Document and Content Creation
Standard Content Types
Access content creation through the New dropdown menu within any folder:
- New Document: Create standard document files directly within the folder
- New Note: Create quick text-based notes for informal documentation and communication
- New Snippet: Create reusable text snippets for templates, standard responses, or frequently used content
Reference and Link Management
Bookmark Creation
- Click New and then New Bookmark
- Configure the following fields:
- Name: Enter a descriptive name for the bookmark
- Path/URL: Enter the target URL or path for the bookmark reference
- Published Publicly: Check to allow access without portal authentication
- Description: Provide context and usage information for the bookmark
- Keywords: Add search terms for Document Library search functionality
Marketing Link Creation (Employee Security Roles Only)
- Click New and then New Marketing Link
- Configure the following fields:
- Name: Enter a descriptive name for the marketing link
- Path/URL: Enter the URL with optional merge field integration to reference information from the current user
- Description: Provide context about the marketing link purpose and usage
- Keywords: Add search terms for enhanced searchability within the Document Library
Email Template Creation (Employee Security Roles Only)
Template Development Process
Click New and then New Email Template
Basic Configuration:
- Enter a descriptive Title for the email template
- Check Cobranding Template checkbox to add cobranding merge fields for personalized communication
- Select the desired email template layout from available options
- Click Continue
Content Development:
- Use the WYSIWYG editor to create and format email template content
- If cobranding is enabled, incorporate merge tags for dynamic content personalization
- Configure template structure, messaging, and visual elements
Click Save to finalize the email template
Video Integration
YouTube Video Integration
YouTube Video Setup Process
- In the Documents Tab, navigate to the target folder for the YouTube video link
- Click New and then click New YouTube Video
- Configure video properties:
- Name: Enter a descriptive name for the video reference
- Video ID: Enter the YouTube video ID (11-character ID from the URL after "watch?v=")
- Example: For "https://www.youtube.com/watch?v=4b8UhJKicQ0", the Video ID is "4b8UhJKicQ0"
- Description: Add context about video content and purpose
- Keywords: Include search terms for Document Library discoverability
- Click Save
Vimeo Video Integration
Vimeo Video Setup Process
- In the Documents Tab, navigate to the target folder for the Vimeo video link
- Click New and then click New Vimeo Video
- Configure video properties:
- Name: Enter a descriptive name for the video reference
- Video ID: Enter the Vimeo video ID (numeric string at the end of the Vimeo URL)
- Example: For "vimeo.com/channels/staffpicks/113008367", the Video ID is "113008367"
- Description: Add context about video content and purpose
- Keywords: Include search terms for Document Library discoverability
- Click Save
File Version Management
Version Control Behavior
Automatic Version Creation: When a file with the same name as an existing file is uploaded to the same folder, the system automatically assumes it is a newer version and creates a version history entry rather than a duplicate file.
Version History Access: All file versions are maintained with complete history tracking, user attribution, and timestamp information for audit and management purposes.
Best Practices for File Uploads
Organization Strategy
Folder Structure Planning: Upload files to appropriately organized folders that reflect business workflows and user access patterns for optimal discoverability and management.
Naming Conventions: Use consistent, descriptive file names that support search functionality and user understanding of content purpose.
Metadata Completion: Add descriptions and keywords to uploaded files to enhance searchability and provide context for other users.
Content Management
File Type Considerations: Understand security role file type restrictions and organizational policies when selecting files for upload.
Storage Optimization: Consider using external links for large files or frequently accessed content that doesn't require Document Library integration features.
Version Planning: Develop clear practices for file versioning to maintain organized version history and avoid confusion among collaborative users.
Security and Access
Public Access Planning: Carefully consider which files should be marked as "Published Publicly" based on content sensitivity and organizational security policies.
Content Review: Review uploaded content for appropriateness, accuracy, and compliance with organizational standards before sharing with broader user communities.
Integration with Document Library Features
Social Collaboration
Follow and Comment Integration: Uploaded files automatically support follow functionality and commenting capabilities when social collaboration is enabled.
Activity Tracking: File uploads generate activity entries that are tracked in user activity feeds and folder-level activity monitoring.
Search and Discovery
Search Integration: File names, descriptions, and keywords contribute to Document Library search functionality for improved content discovery.
Content Organization: Uploaded files respect folder sharing permissions and appear in user interfaces based on access rights and security role permissions.
File uploading provides the foundation for Document Library content management, enabling organizations to create comprehensive content repositories with flexible organization, robust version control, and collaborative features that support diverse business workflows.
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