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View all files in File Manager's "Shared With Me" folder that other users have shared with you.
The File Manager Shared With Me folder contains files that other users have shared with you.
Follow these steps to view all files in the File Manager Shared With Me folder:
View File Manager. File Manager displays.
Do one of the following:
Click the Shared With Me folder.
The Shared With Me folder displays files that other users have shared with you.
The Shared With Me folder displays the following information in tabular format about files shared with you in File Manager:
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 and its file format is removed.
Folder name: The folder name displays in the Name column for folders created 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 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 Time zone setting is specified.
Manage files in your ProcessMaker instance that are available to all ProcessMaker users, shared with you, and important to you.
Manage files that have been added to your personal file manager.
Manage your files in ProcessMaker Platform in the following ways:
Manage files any user may access: Manage files that any user may access.
Manage files that have been shared with you: Manage files that other users have shared with you.
Manage starred files: Manage files that you have deemed important by having starred them.
Use File Manager to manage files that have been added to your personal file manager.
Follow these steps to view the File Manager page:
Log on to ProcessMaker.
Click your user avatar.
The File Manager page displays the following folders by default:
Public files: Manage files that any user may access.
Shared With Me files: Manage files that other users have shared with you.
Manage files in File Manager's "Public" folder that all users may view.
The File Manager Public folder contains files available to all users to view, download, share with other users, or rename.
Follow these steps to view all files in the File Manager Public folder:
View File Manager. File Manager displays.
Do one of the following:
Click the Public folder.
The Public folder displays files that all users in your ProcessMaker Platform instance may access.
The Public folder displays the following information in tabular format about public files in File Manager:
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 and its file format is removed.
Folder name: The folder name displays in the Name column for folders created in the Public folder.
Users: The Users column displays the user that added the 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 Time zone setting is specified.
By adding a file to the File Manager Public folder, all users may view or rename that file. File Manager incrementally attributes an internal file number to each file added to the Public folder which File Manager references in file comments.
A file cannot be moved or deleted from File Manager after it has been added to a folder.
Follow these steps to add a file to the File Manager Public folder:
Browse to the folder in the Public folder to add the file. If that folder does not yet exist, create it.
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.
ProcessMaker Platform uploads the file. When the file completes the upload a message success displays beside that file's name. Furthermore, the URL to the Public folder displays to indicate where the file has been added.
Click the Done button.
By creating a folder in the File Manager Public folder, all users may see this folder and add files to it.
A folder cannot be moved or deleted from File Manager after it has been created.
Follow these steps to create a folder in the File Manager Public folder:
Browse to the folder within the Public folder to create the folder.
In the New Folder setting, enter the name of the folder to create. This setting is required.
Click the Create button.
Follow these steps to rename a file located in the File Manager Public folder:
Rename the file. This is a required setting.
Click Save.
Follow these steps to rename a folder located in the File Manager Public folder:
Rename the folder. This is a required setting.
Click Save.
Click the Viewicon beside the Shared With Me folder.
Star indicator: The star indicator displays which files you deem important to you by starring them. Files with a solid-colored Star iconare those important to you. View all starred files from the Starred Files folder.
Click the View icon. See View a File from File Manager.
Click the outlined Star icon. See Star a File as Important to You from File Manager.
Click the Download icon. See Download a File or Folder from File Manager.
Click the Share icon. See Share a File from File Manager.
Select Files.
Click the Viewicon beside the Public folder.
Star indicator: The star indicator displays which files you deem important to you by starring them. Files with a solid-colored Star iconare those important to you. View all starred files from the Starred Files folder.
Click the View icon. See View a File from File Manager.
Click the outlined Star icon. See Star a File as Important to You from File Manager.
Click the Download icon. See Download a File or Folder from File Manager.
Click the Share icon. See Share a File from File Manager.
Click the Rename icon for the file to rename. See Rename a File in the Public Folder.
Click the Rename icon for the folder to rename. See Rename a Folder in the Public Folder.
Click the +Public File button. The Upload Public File screen displays.
If the file fails to upload, a message error displays beside that file's name. Click the refresh iconto try uploading the file again.
Click the Create Folder button. The Create Folder screen displays.
Locate the file in the Public folder to rename, and then click the Rename icon. The Rename screen displays.
Locate the folder in the Public folder to rename, and then click the Rename icon. The Rename screen displays.
Share a file from File Manager with other users.
Follow these steps to share a file from File Manager with other users:
View File Manager. File Manager displays.
Do one of the following in File Manager:
View the Public folder, and then locate the file to share.
View the Shared with Me folder, and then locate the file to share.
View the Starred folder, and then locate the file to share.
Preview a file to share.
In the Share screen, enter with which user(s) to share this file.
Click Save. The following message displays: Shared users successfully updated. The user(s) with which the file is shared receives a notification of the shared file.
Download a file or the contents of a folder from File Manager.
Follow these steps to download a file from File Manager:
View File Manager. File Manager displays.
Do one of the following in File Manager:
View the Public folder, and then locate the file to download.
View the Shared with Me folder, and then locate the file to download.
View the Starred folder, and then locate the file to download.
Preview a file to download.
File Manager compresses the contents of a File Manager folder when it is downloaded. File Manager by default names the compressed file folder
. The compressed folder
file contains the name of the downloaded File Manager folder as well as all the files that File Manager folder contains.
Follow these steps to download a folder from File Manager:
View File Manager. File Manager displays.
Do one of the following in File Manager:
View the Public folder, and then locate the file to download.
View the Shared with Me folder, and then locate the file to download.
View the Starred folder, and then locate the file to download.
View and send comments while viewing files.
File comments allow users to view and post comments on previewed files in File Manager:
Post file comments: Post comments to the currently displayed file preview. Any user that views that file preview can see and reply to those comments. Write and preview comments using rich text features including but not limited to text styles, images, hyperlinks, and lists. The commenting editor uses Markdown syntax. Request participants may edit and/or delete their posted comments.
Use a Markdown syntax quick guide for the most commonly used Markdown syntax.
Follow these steps to view posted comments in a file preview:
View File Manager. File Manager displays.
Optionally, post a file comment while viewing that file's preview.
Each posted comment contains the following information:
Avatar: The user's avatar identifies the sender of each comment. Hover your cursor over a user's avatar to view that person's full name.
Datetime: The datetime displays when the comment was posted to the Request summary. The time zone setting to display the time is according to the ProcessMaker instance unless your user profile's Time zone setting is specified.
File number: The file number displays to the right of the datetime showing to which internal File Manager file number the comment was posted. File Manager incrementally attributes an internal file number to each file added to the Public folder.
Comment: The posted comment displays below the preceding information. The comment may contain tagged users.
Follow these steps to post a file comment:
Preview the file to which to post a comment.
From the Write tab, write your comment. Optionally use rich text features such as text styles, images, hyperlinks, lists, code-, and/or quote-styles. The commenting editor uses Markdown syntax. Use a Markdown syntax quick guide for the most commonly used Markdown syntax. Follow these guidelines:
Text styles, including bold, italics, strikethrough, and code styles: Click a text style button from the commenting editor toolbar. The commenting editor displays both the preceding and following Markdown syntax in the commenting editor. Place your cursor between the Markdown syntax, and then write your text to display in that text style. For example, click the Bold text style button from the commenting editor toolbar. Four asterisks display in the commenting editor: two asterisks to precede your text and two to follow your text since bold-style text in Markdown syntax requires two asterisks both preceding and following text for that style. Alternatively, write your text in plain text, highlight the text to display in a particular text style, and then click that text style's button.
Tag users in a Request comment: Precede a user's username with the @
symbol to invite that user into the comment thread so that user can participate in the discussion. Upon using the @
symbol and then typing the initial letters of the user to tag, those users that match those initial letters display for selection. After sending the comment with tagged users, those users receive a notification of the comment they were tagged within, and then may select that notification to view File Manager.
Optionally, click the Preview tab to preview your currently written comment as it would display after it is posted.
Click the Send button. The comment posts.
Users may edit their own comments, but not those posted by others.
Follow these steps to edit one of your file comments:‌
Preview the file from which to edit one of your comments.
Locate your posted file comment to edit.
Edit your comment using the commenting editor as you did when you posted the comment.
Click the Update Comment button. The edited comment posts.
Users may delete their own comments, but not those posted by others. If the comment being deleted has replies, then its replies are also deleted.
Follow these steps to delete one of your file comments:‌
Preview the file from which to delete one of your comments.
Locate your posted file comment to delete.
Click Confirm and the comment is deleted from the list of posted comments.
Indicate that a file in File Manager is important to you.
Starring a file indicates that the selected file is important to you. The Starred Files folder in File Manager contains all of your starred files.
Follow these steps to star a file in File Manager:
Do one of the following in File Manager:
Unstarring a file in File Manager indicates that the selected file is not important to you.
Follow these steps to unstar a file in File Manager:
Do one of the following in File Manager:
Click the Share icon. The Share screen displays.
Click the Download icon, and then locate to where on your computer or network to download the file.
Click the Download icon, and then locate to where on your computer or network to download the file named folder
. Optionally, rename folder
prior to selecting to where to download the File Manager folder contents.
Tag users in a file comment: Precede a user's username with the @
symbol to invite that user into the comment thread so that user can participate in the discussion. Upon using the @
symbol and then typing the initial letters of the user to tag, those users that match those initial letters display for selection.
After sending the comment with tagged users, those users receive a notification of the comment they were tagged within, and then may select that notification to view File Manager.
Click the Comments icon. Posted file comments display in that file's preview in chronological order. The comment icondistinguishes comments from actions in the Request history. The comment icon displays for each posted file comment except those posted as replies to a comment.
Locate the Write tab below the posted comments to write a comment to that file.
Add an image: Click the Image button from the commenting editor toolbar. A screen displays to enter the absolute URL to the image to display in the comment. In the Please enter image url setting, enter the image's absolute URL, and then click OK.
Add a hyperlink: Select the text in the commenting editor to display as a hyperlink, and then click the Link button from the commenting editor toolbar. A screen displays to enter the hyperlink available from the selected text. In the Please enter link setting, enter the hyperlink available from the selected text, and then click OK.
Click the Edit Comment iconon the top right of the posted comment. The commenting editor displays with the posted comment contents.
Click the Remove Comment iconon the top right of the posted comment. The Caution screen displays to confirm the deletion of the file comment.
. File Manager displays.
, and then locate the file to star.
, and then locate the file to star.
, and then locate the file to star.
to star.
Click the outlined Star iconif that file's icon is not solid-colored. The selected file is now starred. The Starred Files folder in File Manager contains that file with all other files you deem important.
. File Manager displays.
, and then locate the file to unstar.
, and then locate the file to unstar.
, and then locate the file to unstar.
to unstar.
Click the solid-colored Star iconif that file's icon is not outlined. The selected file is now unstarred. The Starred Files folder in File Manager contains that file with all other files you deem important.
Preview a file from any File Manager folder.
Preview any of the following file types that File Manager supports to preview:
GIF
JPG
MP4
ODP
ODT
OGG
PNG
Follow these steps to view a file from File Manager:
View File Manager. File Manager displays.
View one of the following folders in File Manager:
Do one of the following:
Click anywhere in the row containing the file to view.
The selected file displays in preview, as an example shows in the next step.
If viewing a supported file type, use that previewer's navigation to browse the file.
Do any of the following:
URL to the file: File Manager displays a direct link to the selected file.
When and whom added the file: File Manager displays the datetime and the user that added the selected file to File Manager.
When and whom last modified the file: File Manager displays the datetime and the user who last modified the selected file in File Manager. A file is modified in File Manager when it is renamed.
File type: File Manager displays the selected file's type by its MIME extension.
File size: File Manager displays the file size of the selected file.
The Information icon is selected by default.
Click the View iconfor the file to view.
If the file is not a supported file type that File Manager previews, the following message displays: This file is an unsupported file type. Click the Download button to continue. Click Download to download the unsupported file.
Click the Information iconto view the following details about the selected file:
Click the Download iconto download the selected file.
Click the Comments iconto view or post comments about the selected file. See File Comments.
Click the Share iconto share the selected file with another user. See Share a File from File Manager.
Click the Star iconto indicate or not indicate that the selected file is important to you. Follow these guidelines:
Star a file: Click the outlined Star iconwhen that icon is not solid-coloredto star this file. The Starred Files folder in File Manager contains this file with all other files you deem important.
Unstar a file: Click the solid-colored Star iconwhen that icon is not outlinedto unstar this file.
View all files in File Manager's "Starred Files" folder that you have deemed important by having starred them.
The File Manager Starred Files folder contains files that you have indicated are important to you by starring them.
Follow these steps to view all files in the File Manager Starred Files folder:
View File Manager. File Manager displays.
Do one of the following:
Click the Starred Files folder.
The Starred Files folder displays files that you have starred.
The Starred Files folder displays the following information in tabular format about starred files in File Manager:
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 and its file format is removed.
Folder name: The folder name displays in the Name column for folders created 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 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 Time zone setting is specified.
Click the Viewicon beside the Starred Files folder.
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 iconas those important to you.
Click the View icon. See View a File from File Manager.
Click the solid-colored Star icon. See Unstar a File as Important to You from File Manager.
Click the Download icon. See Download a File or Folder from File Manager.
Click the Share icon. See Share a File from File Manager.