Component Files
The Files section provides a centralised hub for managing all documents and folders associated with a component. It supports file organisation, uploads, access control, and bulk actions to streamline your documentation workflows. Working files often include fabric swatch photography, scanned test certificates, and supplier spec sheets that sourcing updates as the material evolves.
This section enhances collaboration by enabling teams to upload and manage all files related to a component's lifecycle, including specifications, supplier documents, and test results. Files can be organised into folders or locked to ensure control and compliance.
Core Actions
These actions are available to all users with access to the component record and allow for basic file management.
| Feature | Description |
|---|---|
| Add a folder | Create folders to group related files, such as MSDS, Spec Images, or Approvals. Folders can be expanded to view their contents. |
| Add files | Upload one or more files to the current location. |
| Upload as private | Upload files that are automatically locked. When this option is turned on, uploaded file(s) will not be shared externally. Use this for sensitive documents that should remain internal only. |
| Drag-and-Drop Upload | Easily upload files by dragging and dropping them directly into the component record. Supports a wide range of file types, including PDF, DOCX, XLS, ZIP, MP4, and PNG. |
| Download Files | Download individual files or use Save Link As by right-clicking on any file to save it directly to your preferred location on your computer. (Available to all users with view permission) |
| Delete Files | Remove obsolete or redundant files to keep the document repository clean. (Available to users with delete permission) |
Files Table Structure
The table displays all files and folders associated with the component record.
| Column | Description |
|---|---|
| Name | The name of the file or folder. Folders can be expanded to view their contents. |
| Size | The file size is automatically displayed for each item. |
| Modified By | Identifies the last user who uploaded or updated the file. |
Access Control & Bulk Operations
These features help control file visibility and enable efficient management of multiple files.
| Feature | Description |
|---|---|
| Lock/Unlock Files | Lock files to prevent modification, deletion, or viewing based on your access rules. (Available to administrators and component record owners) |
| Bulk Actions | Select multiple files at once to download or delete. Useful for cleaning up outdated documents or downloading a set of related files. * |
| Save Link As | Right-click on any file and use Save Link As to save it directly to your preferred location on your computer without having to download it first. (Available to all users with view permission) |
Important Notes When Using Files
Access Control: File visibility and management capabilities depend on your user role and permissions. Locked files may be hidden or restricted based on access rules. Only users with appropriate permissions can delete files.
File Deletion: Deleted files are permanently removed and cannot be recovered. Exercise caution when deleting files, especially those that may be referenced in other parts of the system or contain important historical context.
Storage Considerations: Large files consume storage space and may slow down downloads for team members. Consider compressing large files before uploading.
Supported File Types: The system supports a wide range of file types including PDF, DOCX, XLS, ZIP, MP4, and PNG. Ensure files are in a supported format before uploading.
Best Practices
Compress Large Files: Before uploading large files, such as high-resolution images or videos, compress them into a ZIP file. This not only saves storage space but also makes it faster for team members to download the files.
Define Access Permissions Clearly: Establish and regularly review access permissions for different user roles. For example, you might restrict deletion rights to administrators whilst allowing designers to upload and view files. This ensures that sensitive documents are protected.
Conduct Regular Audits: Periodically audit the files associated with each component to ensure they are up-to-date and relevant. Remove any outdated or redundant files to keep the document repository clean and easy to navigate.