Folders in Spaces are a great way to gather and organize all the files and documents within your space. Folders can be used to store space documents, links or files -
- A space document appears as a post in the space feed and main feed of the space members - read here for more info on space documents
- A link or file is saved in the space but no post is created - we will focus on files, links and folders in this article
Device(s): Desktop
Roles / Permissions: Space Owners / Admins
Adding Folders to your Space
From the Space Navigation menu, click on “Documents”
- To add a new item, click “Add” on the top right corner of the Documents table
- Select “File” if you would like to create a folder, link to a cloud-hosted file, or upload a file
To create a folder, select the 'Folder' tab:
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Choose its location
- Select Top Level if you want it visible from the Documents section or select another folder if you want it nested (note you need to create the parent folder first)
- Provide a label for your folder
- Click “Save”
The folder gets created within the Documents section of that space.
Adding Links to your Space
To create a link, select the 'Link' tab:
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Choose its location
- Select Top Level if you want it visible from the Documents section or select a folder if you want it nested (note you need to create the parent folder first)
- Provide a label for your link
- Add the URL
- Add an icon if you wish
- Add an expiry date if this link should no longer be visible to space members after a certain date
- Click “Save”
The link gets created within the Documents section of that space.
Adding Files to your Space
To create a file, select the 'File' tab:
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Choose its location
- Select Top Level if you want it visible from the Documents section or select a folder if you want it nested (note you need to create the parent folder first)
- Provide a label for your file
- Upload a file
- Add an icon if you wish
- Add an expiry date if this file should no longer be visible to space members after a certain date. Check out this article for setting expiry dates on documents
- Click “Save”
The file gets created within the Documents section of that space.
Bulk uploading files:
- If you would like to upload more than one file at a time, simply select ‘Bulk Upload’ from the 'Add' dropdown on the top right corner of the Documents table.
- From here you can choose all the files you would like to upload and specify their location. You also have the option to rename each item before saving.
Sorting your Folders and Items
Within the Documents section, Folders appear at the top in alphabetical order. Underneath, Files, Links and Space Documents appear by date created (newest to oldest).
You can change the order of items within their section if you wish. Click "Sort" and use a drag and drop motion before selecting "Done".
Featured Documents and Links
You can feature Space Documents, Files and Links within your Space. Folders cannot be featured.
To feature an item, click "Manage" and choose Feature from the menu.
- Featured items appear in the Featured Carousel at the top of the Documents section. Users can filter the All Documents view to show only 'Featured' items.
- Featured items will also show in a widget beside the space activity feed.
Editing or Deleting Items
You can edit your files, links or folders at any time.
- Open Documents and click 'Manage' beside the item you wish to edit
- Click 'Edit'
- Edit as required and click 'Save' when ready
- To delete an item, click “Delete” from the same drop down menu.
Note: If you 'Edit' a file and replace it with a new file the content analytics for that file will restart again