Files

Overview

The Files module serves as a central repository for all company documents and data. It functions similarly to an FTP client or Windows File Explorer, allowing you to upload, download, organize, and share files among employees. The system automatically sorts deleted files into the trash and provides previews for the most common document, image, and multimedia formats.

Key Features

File uploads up to 20 MB per file
File organization into folders with a hierarchical structure
Previews for documents (PDF, Office), images, video, and audio
Trash for deleted files with automatic deletion after 100 days
Downloading and sharing files among company users
Copying, moving, and renaming files and folders
Editing text files directly in the browser
Support for a wide range of file formats, including CAD formats

Access and Settings

How to Access the Module

Navigation path: Main menu → Files

Module Settings

Settings path: Settings → Files

In the settings, you can manage individual users' access rights to the file storage. Each employee can be assigned one of four permission levels.

User Rights

Permission	Description	What you can do
No access	The user has no access to the module	The module is not available in the menu
Read	Read-only and download permissions	Browsing folders, viewing previews, downloading files
Read, write	Basic permissions for working with files	Everything from the Read level + uploading files, creating folders, renaming files and folders
Read, write, delete, and restore from trash	Full access including trash management	Everything from previous levels + deleting files and folders, copying and moving, duplicating, editing text files, access to the trash

User Interface

Main Screen

After opening the module, the file manager will be displayed with the following elements:

Toolbar: Buttons for uploading files, creating folders, and other operations
Navigation Panel: Breadcrumb navigation showing the current folder path
Main Area: Display of files and folders in the current directory
Deleted Button: Opens the trash with deleted files (only for users with appropriate permissions)

Display Modes

You can display files in three different modes according to your preferences:

Tiles (default): Displays files as thumbnails with icons
Detailed List: Single-column display with detailed information
Multi-column List: Compact display in multiple columns

You can switch the display mode using the buttons in the top right corner of the file manager.

Filters and Search

Text Search: Search for files by name using the search field
File Type Filter: Filter displayed files by type (images, documents, videos, etc.)
Sorting: Ability to sort files by name, date, or size

Basic Operations

Uploading a File

Navigate to the folder where you want to upload the file
Click the Upload button in the top bar
Select files from your computer (you can select multiple files at once)
Alternatively, you can drag and drop files directly into the file manager window
Wait for the upload to complete – a progress indicator will be displayed
Once finished, the uploaded files will appear in the current folder

Note: The maximum size for a single file is 20 MB. If you need to upload larger files, split them into smaller parts or contact your administrator.

Creating a Folder

Navigate to the parent folder where you want to create the new folder
Click the New Folder button
Enter the name of the new folder in the dialog box
Click OK or press Enter
The newly created folder will appear in the current directory

Downloading a File

Find the desired file in the file manager
Right-click on the file
Select the Download option from the context menu
Alternatively, you can select the file and use the Download button in the top bar
The file will be downloaded to your browser's default download folder

Renaming a File or Folder

Find the file or folder you want to rename
Right-click on the item
Select Rename from the context menu
Enter the new name (keep the extension for files)
Confirm by clicking OK or pressing Enter

Copying and Moving Files

Copying:

Right-click on the file or folder
Select the Copy option
Navigate to the destination folder
Right-click in an empty space
Select Paste

Moving:

Right-click on the file or folder
Select the Cut option
Navigate to the destination folder
Right-click in an empty space
Select Paste

Alternative Method - Drag and Drop:

You can also move files and folders using your mouse – click on the item, hold the left mouse button, and drag it to the destination folder.

Duplicating a File

Right-click on the file
Select the Duplicate option
A copy of the file will be created in the same folder with a suffix in the name (e.g., document_copy.pdf)

Deleting a File or Folder

Select the file or folder you want to delete
Right-click and select Delete
Alternatively, use the Delete button in the top bar
Confirm the deletion in the dialog box
The file or folder will be moved to the trash

Important: Deleted files are not immediately removed but are moved to the trash, from where you can potentially restore them.

Advanced Features

File Previews

The system provides previews for a wide range of file types. You can view a preview by clicking on the file or its icon.

Supported Previews by File Type:

File Type	Formats	Display Method
Images	JPG, JPEG, PNG, GIF, BMP, SVG, ICO	Direct preview of the image in full quality
PDF Documents	PDF	Preview of the first page as an image or preview via Google Documents
Office Documents	DOC, DOCX, XLS, XLSX, PPT, PPTX	Preview of the first page as an image or preview via Google Documents
OpenOffice Documents	ODT, ODS, ODP	Preview via Google Documents
Video	MP4, AVI, FLV, WEBM, MOV, MPEG, M4V, MPG, WMA	Video player with control elements
Audio	MP3, OGG, WAV, M4A, MPGA, AC3, AIFF, MID	Audio player with control elements
Text Files	TXT, LOG, XML, HTML, CSS, JS, HTM	Text preview with syntax highlighting (for code)

Editing Text Files

Users with delete permissions can edit text files directly in the system.

Editing an Existing File:

Right-click on the text file
Select the Edit option
An editor will open with the file's content
Make the desired changes
Click Save to save changes
Or click Close without saving to cancel changes

Creating a New Text File:

Click the New File button in the top bar
Enter the file name including the extension (e.g., notes.txt)
The editor will open for entering content
Type the content of the file
Click Save

Supported Formats for Editing:

TXT, LOG, XML, HTML, CSS, HTM, JS, DOC, DOCX, XLS, XLSX

Working with the Trash

The trash serves as a safety feature that protects against the permanent deletion of important files.

Accessing the Trash:

In the Files module, click the red Deleted button in the top right corner
The file manager will open showing the contents of the trash
You can browse deleted files just like regular files

Note: The Deleted button is only available to users with permissions to delete and restore from the trash.

Restoring a Deleted File:

The system does not allow direct restoration of a file by clicking. To restore, proceed as follows:

Open the trash by clicking the Deleted button
Find the file you want to restore
Download the file from the trash to your computer
Click the Back button to return to the regular storage
Navigate to the folder where you want to restore the file
Upload the downloaded file back into the system

Automatic Deletion from Trash:

Deleted files are kept in the trash for 100 days. After this period, they are automatically and permanently removed from the system. The trash cannot be manually emptied earlier for security reasons.

Tip: Information about automatic deletion is displayed as a notification when you open the trash.

Working with Files in the Trash:

In the trash, you can:

Browse deleted files and folders
View previews of deleted files
Download deleted files

In the trash, you cannot:

Upload new files
Create new folders
Rename or move files
Edit files
Permanently delete files (this happens automatically after 100 days)

Uploading a File from a URL

If you need to add a file to the system that is available on the internet, you can upload it directly from its URL.

Click the Upload from URL button
Enter the complete URL address of the file (e.g., https://example.com/document.pdf)
Click Upload
The system will download the file from the internet and save it to the current folder

Note: The file must be publicly accessible. Downloading from protected addresses requiring a login is not supported.

Selecting Multiple Files at Once

To work with multiple files simultaneously, you can use bulk selection:

Select Individual Files: Click the checkbox next to each file
Select All Files: Click the Select All button
Deselect: Click the Cancel Selection button

After selecting multiple files, you can:

Bulk download selected files
Copy or move multiple files at once
Delete multiple files simultaneously

Supported File Formats

Category	Supported Extensions
Images	jpg, jpeg, png, gif, bmp, svg, ico
Microsoft Office Documents	doc, docx, rtf, xls, xlsx, ppt, pptx
OpenOffice Documents	odt, ods, odp, ots, ott, odb, odg, otp, otg, odf
PDF Documents	pdf
Text Files	txt, csv, log
Web Formats	html, xhtml, css, xml
Video	mov, mpeg, m4v, mp4, avi, mpg, wma, flv, webm
Audio	mp3, mpga, m4a, ac3, aiff, mid, ogg, wav
Archives	zip, rar, gz, tar, iso, dmg
CAD Formats	dwg, dxf, hpgl, plt, spl, step, stp, iges, igs, sat, cgm
Databases	sql, ade, adp, mdb, accdb
Graphic Formats	psd, ai, tiff, xcf
3D Formats	stl, FCStd
Other	fla, kmz, gcode

Troubleshooting

Frequently Asked Questions

Question: I cannot upload a file - a file size error is displayed.

Solution: The maximum size for a single uploaded file is 20 MB. If your file is larger, try compressing it (zipping) or split it into smaller parts. If you need to upload larger files regularly, contact the system administrator.

Question: I cannot delete a file or folder.

Solution: Check if you have the appropriate permissions. To delete files, you need "Read, write, delete, and restore from trash" permissions. If you have the correct permissions and still cannot delete the file, it might be in use by another user or process.

Question: I cannot find a deleted file in the trash.

Solution: Files are kept in the trash for only 100 days. If more time has passed since deletion, the file was automatically permanently removed. Try using the search within the trash or check if you are looking in the correct folder (the trash preserves the folder structure).

Question: Document preview is not displaying.

Solution: Some documents may have issues with preview generation. Try downloading the file and opening it in the appropriate application. If the problem persists, the file may be corrupted. For large or complex documents, preview generation may take longer – try refreshing the page after a while.

Question: The "Deleted" button is not visible or is inactive.

Solution: Only users with "Read, write, delete, and restore from trash" permissions have access to the trash. If you do not have this permission, contact your administrator or supervisor to request expanded access rights.

Question: The file is not visible after uploading.

Solution: Try refreshing the page using F5 or your browser's refresh button. If the file still doesn't appear, check if the upload was successful (a success message should have appeared). Also, verify that you are in the correct folder.

Question: I cannot edit a text file.

Solution: Editing text files requires "Read, write, delete, and restore from trash" permissions. If you have this permission and still cannot edit the file, check if the file format is supported for editing (TXT, LOG, XML, HTML, CSS, JS).

Tips for Efficient Work

Organize files into folders: Create a logical folder structure by projects, departments, or document types. A well-organized repository makes finding files much easier.
Use descriptive file names: Instead of "document1.pdf", use "contract_client_ABC_2026.pdf". This makes searching easier for you and your colleagues.
Regularly check the trash: Before 100 days pass, check the trash and restore any important files you might have deleted by mistake.
Use drag & drop: The fastest way to upload files is to drag them from Windows Explorer directly into the file manager window.
Utilize search: Instead of tedious browsing through folders, use the search field to quickly find a file by name.
Compress large files: If you need to upload a large file, zip it. Compression often significantly reduces size and allows uploading within limits.
Copy instead of move: If you are unsure, use copy instead of cut. The original file will remain in its original location as a backup.
Preview before downloading: Use the preview to verify it's the correct document before downloading. This saves time and data traffic.
Share links: To share files with colleagues, use the internal path within the folders instead of sending files by email. Everyone will work with the latest version.
Regular cleanup: Every once in a while, delete unnecessary or outdated files. This keeps the storage clear and saves space.

Limitations and Security

Maximum file size: 20 MB per file
Trash retention period: 100 days, followed by automatic permanent deletion
Allowed formats: The system blocks potentially dangerous files (e.g., exe, bat). Supported formats can be found in the table above.
Access rights: All company users with access to the module see the same files. There is no option for private folders for individual users.
Backup: The system automatically backs up all files. In case of issues, contact the administrator.

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