An employees’ files, shared folders used by different departments, and all other necessary data are organized and stored in the Files workspace.
This workspace allows you to upload and create files, view and edit them, copy them, move from one folder to another, and manage access permissions. Please note that the size of the storage depends on the chosen service plan. You can view the available disk space in Administration > License management. Read more in Free storage space.
You can upload files of any format to the system. You will be able to view documents, images, and video files in the .mp4 format, as well as listen to audios.
There are several ways to add a new file to the system.
- Upload form PC.
- Click on the +File button in the upper right corner of the workspace’s page. In the drop-down list, select Upload file.
- Alternatively, you can click the link in the center of the page or just drag the file from the PC to the folder.
- Create a new file.
You can create a new file online if you have a subscription to Office 365. ELMA365 supports online Word, Excel, and PowerPoint documents. Click on the + File button and select the file format. The file will open in a new browser tab, and you will be able to edit it in the usual way.
- View an attachment from an email.
If you connected your email address to the built-in client in the Email workspace, the Attachments folder will be added to Files. As you open attachments in your emails, they are saved to this folder. If you delete an email with an attachment from the client, the attachment file will be deleted, too.
- Add files to projects.
Access to files
By default, files inherit the permissions of the parent folder. You can set up access to a file for specific employees or groups. For example, documentation on a specific project can only be viewed by the project team.
To determine who will have access to a file, click on the icon to the right of its name and select Manage Access.
In the window that opens, specify file permissions:
- View/Read. Allowed to view the file and download its versions to the PC.
- Create. Allowed to create files in the current folder.
- Edit. Allowed to make changes to the file and add versions.
- Delete. Allowed to move files to the recycle bin.
- Assign Permissions. Allowed to give and restrict access to the file.
- Full Access. All actions listed above are allowed.
To view a file added to the system, you don’t need to download it to your PC. Just click on its name to open the preview page.
All information about the file and its contents are displayed here (for Word, Excel, PowerPoint, .pdf, .png, .jpg, and some other formats).
Moreover, on the preview page you can:
Send the file for information or for approval.
Upload a new version of the file.
Save the file to your PC.
View the list of actions that can be performed with the file. Read more in Actions with files.
Open the side panel with general information about the file.
Enter the full-screen mode.
On the side panel, you can view information about the user who uploaded the file, its size, and directory. You can also open the list of file versions or compare them, assign tasks, add checklists, or leave a comment in the associated activity stream.
If your ELMA365 company is integrated with Office 365 or another similar provider, Word and Excel files will have a button to enter the online editing mode.
Click on this button to open the editing window. When you finish making changes, exit the editing mode by clicking X in the upper right corner of the page. A new version of the file will be added to the system. It will become the current version of the file.
Note that Office 365 is not available for ELMA365 On‑Premises. You can only view or edit files using other providers (for example, OnlyOffice).
Basic actions with files
Some basic actions for managing files are available in the file list. To see them, do one of the following:
- Hover over the name of the file. Now you can either download it to your PC or click on the three dots icon to open the action menu.
- Select one or several files and choose one of the actions in the toolbar that appears above them: Download, Move, Add Link, Add to Favorite, or Delete.
Please note that when you download multiple files, they are downloaded as an archive.
You can also copy a file by pressing Ctrl+C on the keyboard. To paste the file into a selected folder, press Ctrl+V. If a file with the same name already exists in the folder, (1) will be automatically added to the name.
You can read more about all actions available for working with files in Actions with files.
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