Working in the file manager: directories, links, documents

The file manager works the same way in every module – whether in the central File manager, in the private directory or in the file area of a project, ticket or order. This article shows the layout, the navigation and the three most important actions in the Actions sidebar: Create subdirectory, Create link and New document.

The layout of the file manager

You open the file manager via Knowledge → File manager tile and land in the main directory. You work from three areas:

• Upload sidebar (top left) – upload files via Drag & Drop, Photo, WebDAV (see Upload files).
• Actions sidebar (bottom left) – Create subdirectory, Create link, New document and further actions.
• File table (centre) – directories and files with the columns No, File name, Description, Colour marker, File size, Version, Date modified. Folders show no version and no file size – these fields stay empty.

How to navigate

• Above the table sits the breadcrumb Main directory ›. A click on a directory opens it; use the breadcrumb to get back.
• To the right of the breadcrumb sits the Search field – it searches within the current directory.
• When you hover over a row, two icons appear on the right: Details (opens the detail manager) and Show all actions (opens the actions modal with the full inventory of actions).

In an element file area (e.g. the file tab of a project) you navigate downwards as deep as you like but cannot get up and out of the element context – a security feature.

Create a subdirectory

1. In the Actions sidebar click Create subdirectory.
2. In the dialog enter the name.
3. Save – the new directory sits in the directory currently open.

Tip. If you prefix a directory name with a letter such as a, it sorts high up in the list.

Create a link

A link makes a file or directory visible in a second place without copying the original – the file is stored once, the link shows it everywhere (and uses up no extra storage). This way you keep, say, the latest version of a manual in several projects at once.

1. In the Actions sidebar click Create link.
2. In the Type field choose one of the four types:
   • File link – a link to a file in the system. The Target field opens a selection dialog.
   • Directory link – a link to a directory. In the selection dialog you pick an existing one or create a new one.
   • Internet link – a URL to any web page, optionally in a new window.
   • Local target – a link to a local network directory (e.g. file:///X:/User/). You can drag a file into the Target field by drag & drop instead of typing the path.
3. In every case give it a Name* and set the Access* – the permission modes are the same as for a standalone file.

Create a new document from a template

Via Actions → New document you create a file from a template. If the template carries placeholders (customer name, address, project), teamspace fills them automatically from the context when you create the document – if you produce an NDA on a CRM contact, for example, the name and address are already entered. On request, teamspace produces a PDF straight away as well.

Actions → New document → choose template → save

ℹ Info. This requires at least one document template in the System/Templates directory. If no template appears, it is missing there. The directory and permission defaults are set by the administrator in configuration mode – see Set up file management (configuration).

Working in the element context

Every element – project, order, invoice, ticket, CRM contact, activity – has its own file tab (via the element’s detail manager, Files tab). The handling is identical: the same Upload sidebar, the same Actions sidebar. The difference: the context is closed, and you only see the files of that element. Which directory structure a new project comes with is defined via project templates – see Project types and directories.

Common problems

Why does no template appear under New document? Then there is no template in the System/Templates directory. The administrator places at least one document template there – see Set up file management (configuration).

Why can’t I get out of an element file area into the main directory? That’s intentional: in an element file area (e.g. the file tab of a project) you navigate downwards as deep as you like but not out of the element context. You open the shared main directory via Knowledge → File manager tile.

Why doesn’t my new directory sort to where I’m looking for it? Directories sort by name. Prefix the name with a letter such as a, and the directory sits high up in the list.

Common questions & needs

Related topics

• Introduction to file management File management Introduction
• Upload files File management How-to
• The detail manager of a file File management Concept
• Project types and directories Project management How-to