Users with appropriate permissions can upload files into the Files module.
On most mobile devices the Add button is not available. On iPads, the Add button is displayed, but only files stored in a user's photo library can be added through this method.
Add file
To add a new file, navigate to Add > Files, which displays the Add files page.
Users can either browse for a file locally on their computer or drag and drop multiple files into the box provided.
File options
The Add File page lets the user enter details about the file and control how the file will display to other users.
Fields with a red asterisk (*) are required.
The user uploading the file will be treated as the author of the file:
- Browse... or drag file(s) here - Within the Files tab, users can upload the file(s) either click Browse... or drag the file(s) to the box.
- Tags - Within the Metadata tab, users can enter tags which may be one or more words long. To enter a tag, type the name of the tag and press Enter. Tag names are displayed as a blue button when they are properly formatted. Click the x on the tag to remove it.
- Draft Notes - Add any notes that may be useful to other users viewing the file.
- File Disclaimer - Select this checkbox to include a disclaimer that is unique to this file. When users attempt to preview or download this file, they are asked to confirm this disclaimer.
- Notifications - By default, users receive notifications about new files according to their site alert preferences. Use this field to force immediate email notifications or suppress all notifications about this new file, regardless of individual user preference. This feature must be configured for each site by the Site Administrator. Otherwise, each user's default behaviour will apply.
- Add Task - The user may add a task to a file if the Tasks module is enabled on the site. Assigned tasks display in the Tasks module based on the information entered and assignees receive an email notification informing them of their assignment. To add a task, click Add to display the Add task screen:
- Title - Type a descriptive name for the task.
- Description - Add a detailed task description, if necessary.
- Due Date - If appropriate, set a due date for this task from the calendar date picker.
- Assignees - If appropriate, assign the task to one or more users or a user group. This field will auto-complete from the list of site users and groups as the user starts typing their names.
- Priority - Set the priority of this task to Low, Normal, or High.
- List - Determine which task list to assign this task to (or None by default). There is also an option to create a new task list.
- Status - Indicate the status, which by default is set to Not started.
- Tags - To add any appropriate tags.
- Reminders - By default, a reminder will be sent to any assignees one day before the due date (if any). This date can be changed and more reminders can be added.
Once a task has been added, it will be shown on the page. More tasks can be added by clicking Add new task.
The task will not be added to the system until the file is saved.
If the user that adds the file is a Site or Content Administrator and the site is configured to use file-level security, then an additional field; Permissions, is shown along with the file permission matrix.
By default, all new files inherit permissions from their containing folder. Click here for more information on configuring files permissions.
Uploading
When a file is chosen, it is automatically uploaded but the user must click Add to add the file to the site. The upload progress estimates how long the upload operation will take. During the file upload, the file will be scanned for viruses.
You can drag and drop multiple files (and folders) onto this screen to upload them.
File upload completed
The uploaded file is accessible in the Files module in the selected folder's location.
By default, the file inherits the permissions of the folder to which it is saved. If file-level security has been enabled on the site, an Administrator can break this inheritance. To view a file, users must also have permission to view the location where the file has been saved.
It is possible to create a folder where you do not have view permissions i.e. if the folder does not inherit the parent permissions and you do not have access to the default settings. This is possible if, for example, you are a Folder admin, Inherit parent folder permissions is NOT selected and no custom group or user permissions were set:
Unlike with the Windows operating system - within Collaborate, two files can exist with the same name in the same folder.
File Sizes and Types
Files of any type can be uploaded to Collaborate but certain file types may not be previewed or converted to PDF.
It is possible to blacklist certain file types in an instance of Collaborate, in which case they cannot be uploaded.
Files of any size can be uploaded, subject to the file size limitation imposed by the browser being used.
Approval Workflow
If the Site Administrator configured the module to use approval workflow, then an Administrator must approve the file before it is published.
iSheet Metadata
See also iSheet metadata fields that may be associated with a file.
Adding a Link
There are situations where it is useful to add links to websites:
- Using a basic text editor, like Notepad in Microsoft Windows, create a text file but replace the .txt extension with a .url extension. The file name can be anything, but likely should indicate what the link is for, such as: "Link to the BBC Home Page.url".
- Add the following content to the text file:
[InternetShortcut]
URL=http://www.examplesite.com
(Replace the URL in italics above with the actual URL)
- Save the updated .url file and then upload that file to the Files module.
If you download and open the .url file, the URL will open in your default browser.
Duplicate Files
To enable duplicate files to be detected, this first needs to be enabled by a System Administrator in Admin>Files and then scroll down to the Default folder and file settings section. Click here for more information.
If this has been enabled when you add a file to a folder with an identical name the system will detect this and depending on the settings a prompt will be displayed.
If the system administrator has set up duplicate files to be added as a new version the following message will appear once the file has been added.
The file will then display in the folder with the next version number allocated underneath the title.
If the system administrator set the system to ask what to do when a duplicate file is added, you see this message:
In the above image you can see that you can:
- add the file as a new version,
- add the duplicate file as a new file,
- skip the duplicate file
Select Apply to all other duplicate files to apply this decision to any other duplicate files being added. Choose your required option and click Continue.
If you chose to add the duplicate file as a new file, both files are listed in the files module each with a different version number.
