File Management

Use the File Manager to Manage files that have been added to your personal file manager. Manage your files in ProcessMaker Platform in the following ways:

• Public Files: Manage files that any user may access.

• Shared Files: Manage files that other users have shared with you.

• Starred Files: Manage files that you have deemed important by having starred them.

View the File Manager

Follow these steps to view the File Manager page:

1. Log on to ProcessMaker, and click your user avatar.

2. Select Files.

   

The File Manager displays the following folders by default:

Access the 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 to ProcessMaker.

2. Click the Admin tab. The Users page displays
   

3. From the left menu, click the File Manager to display the default folders.

Public Files

The File Manager 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.

2. From the File Manager, do one of the following:

   • Click the Public folder.

   • Click the View icon beside the Public folder.

   

   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 iconare those important to you. View all starred files from the Starred Files folder.

   • 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.

3. Click the star icon to the left of a file to add it to the Starred Files list.

4. Hover over a file or folder to see available actions.

   1. Click the Preview icon to preview a file. It is not available for folders.

   2. Click the Download icon 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 to open a file. If it is a folder, it opens the folder.

   4. Click the Rename icon to rename a file or folder.

Add a File to the Public Folder

By adding a file to the File Manager Public folder, all users may view, download, or share that file.

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:

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.

   

4. Click Done to complete the upload.

Create a Folder in the Public Folder

By creating a folder in the File Manager’s 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:

1. From the Public folder, click the +Folder button.

   

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 to download the folder and all files in it.

   2. Click the Open icon to open a folder.

   3. Click the Rename icon to rename a folder.

Shared Files

The File Manager’s Shared With Me folder contains files that other users have shared with you.

Follow these steps to view all files shared with you.

1. From the File Manager, do one of the following:

   • Click the Shared With Me folder.

   • Click the View icon beside the Shared With Me folder.

   The Shared With Me folder displays files that other users have shared with you.

   

   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 iconare those important to you. View all starred files from the Starred Files folder.

   • 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.

2. Click the star icon to the left of a file to add it to the Starred Files list.

3. Hover over a file to see available actions.

   1. Click the Preview icon to preview a file.

   2. Click the Download icon to download a file.

   3. Click the Open icon to 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:

   • Click the Starred Files folder.

   • Click the View icon  beside the Starred Files folder.

   The Starred Files folder displays files that you have starred.
   

   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 iconas 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 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.

2. Click the star icon to the left of a file to remove it from the starred list.

3. Hover over a file to see available actions.

   1. Click the Preview icon to preview a file.

   2. Click the Download icon to download a file.

   3. Click the Open icon to open a file.

Open a File

File Manager supports previewing the following file types:

• Image Files: GIF, JPG, PNG

• Video/Audio Files: MP4, OGG

• Document Files: ODP, ODT, PDF

Follow these steps to open a file from File Manager:

1. Hover over a file name and click the Open icon to open it.

2. If the file is not a supported file type, the following message displays. Click Download to download and view the file in another viewer.

   

3. If viewing a supported file type, the following displays:

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

   2. The Comments tab displays 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.

      

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

      

   4. The Logs tab details history of when the file was uploaded and who modified it.