Getting Started Guide

File Operations

You can do the following file operations when you right click any file in the Documents tab.

Open

  1. Navigate to your project and click Documents.
  2. Select the folder that you wish to access and right click on the file you wish to open.
  3. Click Open.

Share

Share a file

Share files with your friends inside or outside the project portal.

  1. Navigate to the file that you wish to share.
  2. Right click on the file and select Share. You can share the file with,
    • Any specific user in your project / portal
    • Everyone in your project portal
    • Everyone in Internet
    • Your external contacts
share file

Share a file with any specific user in your project / portal

  1. Specify the name or email address of the user with whom you want to share the file with.
  2. Grant necessary permission to the user.
  3. Add a message if you wish to.
  4. Click Share.
share file with user

Share a file with everyone in your portal

  1. Navigate to the file that you wish to share.
  2. Right click on the file and select Share.
  3. Select Everyone in Portal.
  4. Grant necessary permission to all users in the portal.
  5. Click Share.
everyone in portal

Share a file with everyone in Internet

  1. Navigate to the file that you wish to share.
  2. Select Everyone in Internet.
  3. Set a password protect the file access, if needed.
  4. Set an expiry date, if you wish to.
  5. Click Share.
everyone in internet

Share with external contacts with protected links

  1. Navigate to the file that you wish to share.
  2. Right click on the file and select Share.
  3. Select External contacts with protected link.
  4. Grant necessary permission to the chosen external contacts.
  5. Set a password for the file and opt to send it through Email, if necessary.
  6. Set an expiry date, if you wish to.
  7. Click Share.
share with ext contacts

Add tag

  1. Navigate to the file that you wish to add tag to.
  2. Right click on the file and select Add tag.
  3. Add necessary keywords in the text box.
  4. Click Add.
add-tag

Add comment

  1. Navigate to the file that you wish to comment on.
  2. Right click on the file and select Add comment.
  3. Add comment(s) accordingly.
  4. Click Comment.

Note:

  • You can click Access Stats to know the access details of the selected file.

Upload new version

  1. Navigate to the file for which you have to upload a new version.
  2. Right click on the file and select Upload new version.
  3. Upload the latest file and add notes if needed.
  4. Click Upload.
upload new version

Note:

  • This uploads the latest version of the file with its new version number. If the previous version is 1.0, the latest one is stored as 1.1 to allow further changes in this version and later you can move the file to the main version 2.0 when there are no more changes.

Check out files

  1. Navigate to the file which has to be checked out.
  2. Right click on the file and select Check-out.
  3. You can download, view or close the file post check-out.
check-out

Note:

  • Once you are done with your editing, you can click Check-In to check in the file. When you have checked out a file, other shared users will be able to see only the previous file version and not your version until you check in. Checked out files will have a lock symbol.
after check out

Set as favorite

  1. Navigate to the file which you want to set as favorite.
  2. Right click on the file and select Set as favorite.
    • You can see a star tagged to the file after it is set as favorite.
Set as favorite

The file is also listed in your Favorites section

Find under favorites

Rename

This operation renames a file.

  1. Navigate to the file that you wish to rename.
  2. Right click on the file and select Rename.[The file is ready to be renamed now.]
  3. Specify a new name for your file.
  4. Hit Enter to complete.

Cut

This operation moves a file from one location to the other.

  1. Navigate to the file that you wish to move.
  2. Right click on the file and select Cut.[The file is ready to be moved now.]
  3. Navigate to the destination path where you want to move the file to.
  4. Right click on the page and select Paste

Note:

  • In Cut,the file that is moved will be available in the new location only.

To move multiple files or folders, you just need to select those files or folders by using Ctrl key (Windows)

orCommand key (Mac) and right click. Select to cut and paste them in a different folder.

move files across folders

Copy

This operation copies a file from one location to the other.

  1. Navigate to the file that you wish to copy.
  2. Right click on the file and select Copy.[The file is ready to be copied to a different location now.]
  3. Navigate to the destination path where you want to copy the file to.
  4. Right click on the page and select Paste

Note:

  • In Copy,the file that is copied will be available in both the old and new locations.

The same action is applicable for copying a folder from one location to the other. Select multiple files by

using Ctrl key (Windows) or Command key (Mac)and right click to copy them into a different folder.

Duplicate

This operation copies and pastes a file in one go in the same folder.

  1. Navigate to the file that you wish to duplicate.
  2. Right click on the file and select Duplicate. You will find the duplicated file in the same folder immediately.
Duplicate a file

Note:

  • In Duplicate,the duplicated file is placed in the same folder as the original one
  • You can easily differentiate the duplicated file from its original version by the Last modified time.
  • The options Cut and Duplicate will not be available in Recents and Favorites upon right-click.You can anyways execute those operations at the original file location.
Duplicated file

The same action is applicable for duplicating a folder as well. Select multiple files by

using Ctrl key (Windows) or Command key (Mac) andright click to duplicate multiple folders in the same folder.

Download

Right click on the required file and choose to download. This operation will download the file to your computer.

Move to Trash

This operation clears / deletes the file from the respective location.

Show Info

The document details are projected in this section.

You can ..

  • Add comment
  • Have a look at the general information
  • Get to know the document revision details
  • View the timeline with respect to the changes made
  • Get a glimpse of the access statistics

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