--- title: "File Management" slug: "file-management" status: "update" updated: 2025-10-31T18:27:26Z published: 2025-10-31T18:27:26Z canonical: "docs.processmaker.com/file-management" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.processmaker.com/llms.txt > Use this file to discover all available pages before exploring further. # File Management > [!TIP] > [**Plan Availability:**](https://www.processmaker.com/products/pricing/) ![Professional](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Standard.png)![Professional](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Professional.png)![Enterprise](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Enterprise.png) The **File Manager** allows you to organize and manage files efficiently within your personal workspace. Using the File Manager, you can perform various tasks to keep your files accessible and well-organized. The File Manager categorizes files into the following sections: - [**Public Files**](/v1/docs/file-management#public-files)**:** Store and manage files that are accessible to any user within your organization. Use this section to share commonly used documents or resources. - [**Shared Files**](/v1/docs/file-management#shared-files)**:** Access and manage files that other users have shared with you. This section makes it easy to collaborate by centralizing shared resources. - [**Starred Files**](/v1/docs/file-management#starred-files): Highlight and manage files that you’ve marked as important by starring them. Use this feature to quickly locate high-priority or frequently accessed documents. --- ## View the File Manager Follow these steps to view the **File Manager** page: 1. [Log on](/v1/docs/participant-basics#log-on-to-processmaker-platform) to ProcessMaker, and click your user avatar. 2. Select **Files**. ![Files menu user avatar](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/image-1733507271813.png) The **File Manager** displays the following folders by default: ![File Manager from user avatar](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/File%20Manager%20from%20user%20avatar.png) > [!NOTE] > File Manager for Administrators > > If you are an administrator, you can also access the File Manager from the **Admin** menu. > > **Permissions** > > Your user account must have the **Make this user a Super Admin** setting selected. > > Follow these steps to access the File Manager: > > 1. [Log on](/v1/docs/participant-basics#log-on-to-processmaker-platform) to ProcessMaker. > 2. Click the **Admin** tab. The Users page displays ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/File Manager - Admin.png) > 3. From the left menu, click the **File Manager** to display the default folders. --- ## Public Files The File Manager’s **Public** folder contains files and folders available to all users. Follow these steps to view all files and folders in the **Public** folder: 1. [View the File Manager](/v1/docs/file-management#view-the-file-manager). 2. From the **File Manager**, do one of the following: **Columns displayed for the Public folder** The **Public** folder displays the following information in tabular format about public files in File Manager: - **Star indicator:** The star indicator displays which files you deem important to you by starring them. Files with a solid-colored **Star** icon![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/3bfb27a5-b861-42f9-9ac4-9c08b28ec2fd.png)are those important to you. [View all starred files from the **Starred Files** folder](/v1/docs/starred-files-important-to-you#view-all-starred-files-important-to-you). - **Name:** The **Name** column displays the following: - **File name:** The file name and its file format displays in the **Name** column. Files uploaded to the **Public** folder display that file's format unless the [file is renamed](/v1/docs/files-in-the-public-folder#rename-a-file-in-the-public-folder) and its file format is removed. - **Folder name:** The folder name displays in the **Name** column for [folders created in the **Public** folder](/v1/docs/files-in-the-public-folder#create-a-folder-in-the-public-folder). - **Users:** The **Users** column displays the user that [added the file to the **Public** folder](/v1/docs/files-in-the-public-folder#add-a-file-to-the-public-folder) as well as any other user that renames that file. Hover your cursor over a user's avatar to view that person's full name. - **Size:** The **Size** column displays the size of the file. This column does not apply to folders. - **Modified:** The **Modified** column displays the date and time the file was added to the **Public** folder or last renamed. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your [user profile's](/v1/docs/profile-settings#change-your-profile-settings) **Time zone** setting is specified. - Click the **Public** folder. - Click the **View** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/ebd716fe-1e7c-4bc2-a08a-c8820c96cc55.png) beside the **Public** folder. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Public Folder - File Manager.png) 1. Click the star icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/02444bed-b734-4f88-aef1-181d7359901b.png) to the left of a file to add it to the [Starred Files](/v1/docs/file-management#starred-files) list. 2. Hover over a file or folder to see available actions. 1. Click the **Preview** icon ![Preview Icon](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Preview%20Icon.png) to preview a file. It is not available for folders. 2. Click the **Download** icon ![Download Icon](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Download%20Icon.png) to download a file or folder. If it is a folder, the compressed `folder` file contains the name of the downloaded folder as well as all the files that folder contains. 3. Click the **Open** icon ![Open Icon(1)](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Open%20Icon(1).png) to [open a file](/v1/docs/file-management#open-a-file). If it is a folder, it opens the folder. 4. Click the **Rename** icon ![Rename Icon](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Rename%20Icon.png) to rename a file or folder. ### Add a File to the Public Folder By adding a file to the File Manager’s **Public** folder, all users may view, download, or share that file. > [!WARNING] > Note: > > - Files added to a folder in the File Manager cannot be moved or deleted. > - When a file or image is uploaded to the Public folder, the original file name is retained in the public URL. Renaming the file elsewhere within the Platform does not update the URL (`public-files/{originalFileName}`). To change the public URL, re-upload the file with the desired name. > - When using the File Upload control, PDF files are scanned for potentially harmful content before being accepted. Uploads will be blocked and users will see a "dangerous content" warning if the PDF includes any of the following: > > ****File Type Restrictions for Public Folder Uploads**** > > Uploads to the **Public folder** enforce strict file type validation. Files with dangerous extensions are always blocked, regardless of the status of the following core environment variables: > > - `ENABLE_DANGEROUS_VALIDATION` > - `ENABLE_EXTENSION_VALIDATION` > - `ENABLE_MIME_VALIDATION` > > These flags only apply to [File Upload controls](/v1/docs/file-upload-control) in forms, and do not affect the Public folder. > > ****Blocked File Types**** > > The following extensions are considered **dangerous** and are **not allowed** in Public uploads: > > ```plaintext > zip, rar, 7z, tar, gz, bz2, xz, lzma, cab, ar, iso, dmg, pkg, deb, rpm > ``` > > ****Allowed File Types**** > > Only the following file extensions are accepted in the Public folder: > > - **Documents:** `pdf`, `doc`, `docx`, `xls`, `xlsx`, `ppt`, `pptx`, `txt`, `csv` > - **Images:** `jpg`, `jpeg`, `png`, `gif`, `svg` > - **Audio:** `mp3` > - **Video:** `mp4` > > To ensure successful uploads to the Public folder, verify that your files match one of the allowed types listed above. > - /JS or /JavaScript objects > - /AA (Additional Actions) entries > - /OpenAction entries that trigger scripts > - /Launch, /RichMedia, or /Movie annotations > - Embedded file streams containing executable or suspicious MIME types Follow these steps to add a file to the File Manager’s **Public** folder: 1. From the **Public** folder, click the **+Public File** button. 2. Do one of the following: - Drag the file to add to the **Public** folder into the **Drop a file here to upload**. - Click the **Select File** button, and then locate the file to add to the **Public** folder. 3. A URL to the Public folder displays to indicate where the file has been added. ![Public File upload](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Public%20File%20upload.png) 4. Click **Done** to complete the upload. ### Create a Public Folder By creating a folder in the File Manager’s **Public** folder, all users may see this folder and [add files to it](/v1/docs/files-in-the-public-folder#add-a-file-to-the-public-folder). > [!WARNING] > A folder cannot be moved or deleted from File Manager after it has been created. Follow these steps to create a folder in the **Public** folder: 1. From the **Public** folder, click the **+Folder** button. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Create Folder Dialog.png) 2. In the **New Folder** setting, enter the name of the folder to create. This setting is required. 3. Click **Create** to add the folder. 4. Hover over a folder name to see available actions. 1. Click the **Download** icon ![Download Icon](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Download%20Icon.png) to download the folder and all files in it. 2. Click the **Open** icon ![Open Icon(1)](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Open%20Icon(1).png) to open a folder. 3. Click the **Rename** icon ![Rename Icon](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Rename%20Icon.png) to rename a folder. --- ## Shared Files The File Manager’s **Shared With Me** folder contains files that other [users](/v1/docs/user-accounts#view-all-scripts) have shared with you. Follow these steps to view all files shared with you. 1. From the **File Manager**, do one of the following: The **Shared With Me** folder displays files that other users have shared with you. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Shared Folder.png) **Columns displayed for the Shared folder** The **Shared With Me** folder displays the following information in tabular format about files shared with you in File Manager: - **Star indicator:** The star indicator displays which files you deem important to you by starring them. Files with a solid-colored **Star** icon![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/dd25e1fa-9f12-4167-afd0-e4df4365276f.png)are those important to you. [View all starred files from the **Starred Files** folder](/v1/docs/starred-files-important-to-you#view-all-starred-files-important-to-you). - **Name:** The **Name** column displays the following: - **File name:** The file name and its file format displays in the **Name** column. A file displays its file format in the name unless the [file is renamed in the **Public** folder](/v1/docs/files-in-the-public-folder#rename-a-file-in-the-public-folder) and its file format is removed. - **Folder name:** The folder name displays in the **Name** column for [folders created in the **Public** folder](/v1/docs/files-in-the-public-folder#create-a-folder-in-the-public-folder). Files shared with you display within the folder(s) that they are stored from the originating folder. - **Users:** The **Users** column displays the user that [added the file to the **Public** folder](/v1/docs/files-in-the-public-folder#add-a-file-to-the-public-folder) as well as any other user that renames that file in the **Public** folder. Hover your cursor over a user's avatar to view that person's full name. - **Size:** The **Size** column displays the size of the file. This column does not apply to folders. - **Modified:** The **Modified** column displays the date and time the file was added to the **Public** folder or last renamed. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your [user profile's](/v1/docs/profile-settings#change-your-profile-settings) **Time zone** setting is specified. - Click the **Shared With Me** folder. - Click the **View** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/c8d0ab67-6cbf-4250-857d-9c0d9bd9f2c8.png) beside the **Shared With Me** folder. 2. Click the star icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/02444bed-b734-4f88-aef1-181d7359901b.png) to the left of a file to add it to the [Starred Files](/v1/docs/file-management#starred-files) list. 3. Hover over a file to see available actions. 1. Click the **Preview** icon ![Preview Icon](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Preview%20Icon.png) to preview a file. 2. Click the **Download** icon ![Download Icon](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Download%20Icon.png) to download a file. 3. Click the **Open** icon ![Open Icon(1)](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Open%20Icon(1).png) to [open a file](/v1/docs/file-management#open-a-file). --- ## Starred Files The File Manager’s **Starred Files** folder contains files that you have indicated are important to you by starring them. Follow these steps to view all **Starred Files**: 1. From the **File Manager**, do one of the following: The **Starred Files** folder displays files that you have starred. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Starred Files.png) **Columns displayed for the Starred Files** The **Starred Files** folder displays the following information in tabular format about starred files in File Manager: - **Star indicator:** The star indicator displays which files you deem important to you by starring them. All files in the **Starred Files** folder display the solid-colored **Star** icon![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/b26a6e6e-2be8-4122-9a0c-c4f0726399f6.png)as those important to you. - **Name:** The **Name** column displays the following: - **File name:** The file name and its file format displays in the **Name** column. A file displays its file format in the name unless the [file is renamed in the **Public** folder](/v1/docs/files-in-the-public-folder#rename-a-file-in-the-public-folder) and its file format is removed. - **Folder name:** The folder name displays in the **Name** column for [folders created in the **Public** folder](/v1/docs/files-in-the-public-folder#create-a-folder-in-the-public-folder). Files shared with you display within the folder(s) that they are stored from the originating folder. - **Users:** The **Users** column displays the user that [added the file to the **Public** folder](/v1/docs/files-in-the-public-folder#add-a-file-to-the-public-folder) as well as any other user that renames that file in the **Public** folder. Hover your cursor over a user's avatar to view that person's full name. - **Size:** The **Size** column displays the size of the file. This column does not apply to folders. - **Modified:** The **Modified** column displays the date and time the file was added to the **Public** folder or last renamed. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your [user profile's](/v1/docs/profile-settings#change-your-profile-settings) **Time zone** setting is specified. - Click the **Starred Files** folder. - Click the **View** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/e7c5945f-1986-4d8e-93b3-0b15158b03b4.png) beside the **Starred Files** folder. 1. Click the star icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/02444bed-b734-4f88-aef1-181d7359901b.png) to the left of a file to remove it from the starred list. 2. Hover over a file to see available actions. 1. Click the **Preview** icon ![Preview Icon](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Preview%20Icon.png) to preview a file. 2. Click the **Download** icon ![Download Icon](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Download%20Icon.png) to download a file. 3. Click the **Open** icon ![Open Icon(1)](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Open%20Icon(1).png) to [open a file](/v1/docs/file-management#open-a-file). --- ## Open a File The File Manager supports previewing the following file types: - **Image Files**: GIF, JPG, PNG - **Video/Audio Files**: MP4, OGG - **Document Files**: ODP, ODT, PDF **Permissions** Your user account or group membership must have the following permissions to view, edit, and create file comments unless your user account has the **Make this user a Super Admin** setting selected: - Files (API): View Files - Files (API): Edit Files See the [Files (API) permissions](/v1/docs/permission-descriptions-for-users-and-groups#description-of-platform-permissions) or ask your Administrator for assistance. Follow these steps to open a file from File Manager: 1. Hover over a file name and click the **Open** icon ![Open Icon(1)](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Open%20Icon(1).png) to open it. 2. If the file is not a supported for previewing, the following message displays. Click **Download** to download and view the file in another viewer. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/06830e2e-ffc3-4cb0-bc79-c9d3112b134a.png) 3. When viewing a supported file type, a preview of the file is displayed on the left. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/File Manager - Details.png) 4. The **Details** tab displays basic information about the file, including the ID, upload date, type, size, and uploader. 5. The **Comments** tab displays comments for the file. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Comments - Opened File.png) 6. The **Share** tab displays the users with whom the file has been shared. Follow these steps to share a file: 1. Select the users you want to share the file with. 2. Click **Save**. The selected users will receive a [notification](/v1/docs/notifications) about the shared file. Files that have been shared with you are in [File Manager's **Shared With Me** folder](/v1/docs/files-shared-with-you#view-all-files-shared-with-you). ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Shared File - File Manager.png) 7. The **Logs** tab details history of when the file was uploaded and who modified it. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/File Logs - File Manager.png)