Add file
To add a new file, select
Upload
, then
Files
..
On the
Add files
window, select the
Files
tab.
Either
Browse
for a file on their computer or drag and drop multiple files into the window.
By default, users receive notifications about new files according to their site alert preferences. The Site Administrator can choose to override users' preferences by selecting the
Notification
icon, then 1 of the following:
Respect user preferences
Send to all users with access
Suppress email alert
Suppress all notifications and activity.
The Site Administrator must configure this feature for each site. Otherwise, each user's default behaviour will apply.
The
Metadata
and
Tasks
tabs allow you to add details and control how the file is displayed to other users.
Fields with a red asterisk (
*
) are required.
The user uploading the file is treated as the author of the file.
On the
Metadata
tab, you'll find the following:
Tags
- enter tags which may be one or more words long. To enter a tag, type the name of the tag and press
Enter
. Properly formatted tags are displayed as a button. Click the
x
on the tag to remove it.
Version Notes
- Add any notes that may be useful to other users viewing this version of the 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.
Click
Add
to 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, select
Add
.
On the
Add task
window, use the following fields:
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 is shown on the page. Select
Add new task
to add more tasks after you
Add
the task.
The task is not added to the Tasks module unless 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.
Uploading
When a file is chosen, it is automatically uploaded but the user must select
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.
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 is 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.
Unlike with the Windows operating system - within Collaborate, two files can exist with the same name in the same folder.
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.
If the Site Administrator configured the module to use
approval workflow
, then an Administrator must approve the file before it is published.
See also
iSheet metadata fields
that may be associated with a file.
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 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.
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.
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, there will be an "
Added as a new version
" message on the Files tab once the file has been added.
The file is shown in the folder with the next version number allocated after the title.
If the system administrator configures the system to ask what to do when a duplicate file is added, you see get the following message:
Duplicate file detected
A file Add and configure Views in iSheets.docx already exists in Test.
Would you like to:
Add file as a new version
Add as a new file
Skip file
Apply to all other duplicate files.
Select
Apply to all other duplicate files
to apply this decision to any other duplicate files being added. Choose your required option and select
Continue
.
If you choose to add the duplicate file as a new file, both files are listed in the files module, each with a different version number.