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Exercise: store, version and share your first file

A guided beginner exercise: create a directory, upload a file, produce a new version and share the file with external people.

Prerequisites

In this exercise you go through the whole path once yourself: create a directory, upload a file, change it (a new version) and share it with external people. After that you’ll know the most important moves in file management. Allow about 15 minutes.

Step 1 – Create a practice directory

  1. Open Knowledge → File manager tile.
  2. In the Actions sidebar click Create subdirectory.
  3. Enter a-Exercise as the name and Save. (The prefixed letter sorts it to the top.)
  4. Open the directory with a click.

→ In detail: Working in the file manager

Step 2 – Upload a file

  1. Drag a small Word or PDF file from your computer into the table via drag & drop.
  2. Wait for the progress bar to finish – the file appears as Version 1.

→ In detail: Upload files

Step 3 – Produce a new version

Choose one way:

  • Simple: drag the same file (same name) in again via drag & drop → it appears as Version 2.
  • With Office: click the file name, Edit with Microsoft Office, change something, save → a new version automatically.

Check the result: the file’s Details icon → Versions tab. You now see several versions.

→ In detail: Manage versions

Step 4 – Share the file with external people

  1. In the detail manager, switch to the External links tab.
  2. Create an external link, set a Valid until date and – for practice – enable Require login.
  3. Copy the Link and test it in a private browser window.

→ In detail: Share files with external people

Done – what now?

You’ve stored, versioned and shared a file. To tidy up, you can remove the practice directory again via its Details icon → Delete.