File Manager

The File Manager acts as a centralized hub for managing all files and documents associated with cases. It allows users to view, organize, and access files uploaded within a case in one convenient location. By consolidating uploaded files from related requests and subprocesses, the File Manager simplifies file handling, promotes collaboration, and ensures easy access to critical documents.

With features like file history tracking and download options, the File Manager offers an efficient and user-friendly solution for document management within the platform. Watch the following product tour to learn how to use the File Manager.

View Files Associated to a Case

Follow these steps to view files associated with a Case:

1. Ensure that you are logged on to ProcessMaker Platform.

2. Click the Cases option from the top menu to see cases.

3. From the cards on top, click one of the following:

   • My Cases: View cases that you started

   • In Progress: View in-progress cases

   • Completed: View completed cases

   • All Cases: View all cases (Note: You must have the View All Cases permission to view All Cases)

4. Click the Case # or Case Title to view details of the case.

5. Click the File Manager tab to view files associated with this case.

The File Manager

The File Manager provides a comprehensive view of all files associated with the case. This includes files uploaded during the case's progression, such as in forms or through connectors ensuring that all relevant documents are easily accessible in one place.

The File Manager displays following information:

• Name: The Name column displays the name of each file associated with the selected Case. Beside each file's name is its MIME type.

• Users: The Users column displays the avatar for the Case participant that uploaded each file associated with the selected Case.

• Size: The Size column displays the size of each file associated with the selected Case.

• Modified: The Modified column displays the date that was modified. The timezone is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.

View a File

Follow these steps to view a file:

1. Hover over a file to see available actions.
   

2. Click the Preview icon to preview the file.

3. Click the Download icon to download the file to your computer.

4. Click the Open icon to open the file.
   

5. The Details tab displays basic information about the file, such as date of upload, type, size, and who uploaded it.

6. Click the Comments tab to add comments for the file.

   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 or ask your Administrator for assistance.

   

7. Click the Share tab to share this file with other users.
   

8. Select the users you want to share the file with.  

9. Click Save. The selected users will receive a notification about the shared file.

   Accessing Shared Files

   Files that have been shared with you are in File Manager's Shared With Me folder.

10. From the Logs tab view detailed history of when the file was uploaded and who modified it.