Managing Documents

As an admin, you control the content in Document Management: you upload files and folders, organize them, and manage who can find them.

✅ Before you Start

Applies to: Admins and Organization Admins

• Admins: log in with the Admin role and open the Admin space.
• Organization Admins: log in with the Organization Administrator role and open the Organization Management panel. This role has read and write access to everything in your organization and all its workspaces.

Then, go to the Documents section in the left sidebar.

🏢 Organization Admins only: you see two types of folders.

• Shared Folders: folders uploaded at the organization level, marked with a Shared icon. They are accessible across all workspaces.
• Workspace Folders: each one holds a specific workspace’s entire document content. You can open them to view their contents, but you can’t perform actions on these top-level folders (e.g., Workspace A, Workspace B).

➕➕ Adding New Content

You can choose how to bring new files or folders into the system:

• Upload Files: Select individual files from your PC.
• Upload Folders: Select entire folders from your PC, maintaining their original structure.
• Add New Folder: Creates an empty folder directly within the system.

🏢 Organization Admins only: you can upload content directly into the Organization panel to share it with all workspaces, or open a specific workspace’s folder and upload content to that workspace only. You can also choose which workspaces your uploaded files are visible on.

🧹 Organizing and Managing Existing Content

• Search and Filter: Quickly find items by name or tag.

• Order: Customize the display using the Order options (Grid view, List view, Newest, Oldest, A-Z, Z-A).

• Filter: Filter by Folders or Vaults.

🏢 Organization Admins only: when you filter by Vaults from the organization view, you see the shared folders used as vaults in the workspaces.

✍️ Actions on Files and Folders

Click the three-dot menu that appears when you hover over any file or folder:

• Download: Downloads the selected file(s) or folder(s) to your PC.
• Move To: Opens a pop-up to select a new destination folder.
• Rename: Changes the name of the file or folder.
• Tags: Adds or removes custom tags for better categorization and searching.
• History: Shows past versions of a file or folder, who modified them and when. You can restore earlier versions of files (not available for folders).
• Delete: Removes the selected file(s) or folder(s).

🏢 Organization Admins only: Move To has limits between the organization and workspace levels.

1. Organization level: you can move a file or folder within the organization level, but not into a specific workspace’s folder.
2. Workspace level: inside a workspace’s folder, you can move files and folders within that workspace, but not to the organization level.

If you try to delete a folder or file that is used as a featured document, assigned to a vault, or used in a public process, you will see a message showing where it is used, and it won’t be deleted.

🔁 Accessing Deleted Items

Click the Show Deleted Elements option to view previously deleted content.

🗑️ Trash Section

Here you will find:

• The item that was deleted.
• The timestamp of deletion.
• The type (file extension or folder).
• The user who deleted it.
• Its original location.
• Its size.

From this section, you can select deleted items and either Restore them to their original location or Permanently Delete them.