Files
The Files tab provides a centralised hub for managing all documents and folders related to a license contract. It supports file organisation, uploads, access control, and bulk actions to streamline documentation workflows for agreements, brand guidelines, renewal forms, and more.
This section allows comprehensive file handling within the license module. Users can create folders, upload relevant documents, and control access through locking features. It supports a wide array of file formats to ensure full documentation coverage for license contracts. Store executed license agreements, royalty schedules, brand guideline packs, and amendment letters here so legal, finance, and creative teams share one authoritative dossier. Locked folders protect commercially sensitive schedules whilst still exposing guideline assets to approved collaborators.
Core Actions
These actions are available to all users with access to the license record and allow for basic file management.
| Feature | Description |
|---|---|
| Add a folder | Create folders to group related files, such as Contracts, Expiry or Renewal Notices, or Marketing Assets. Folders can be expanded to view their contents. |
| Add files | Upload one or more files to the current location from the add dropdown. |
| Upload as private | Upload files that are automatically locked. When this option is turned on, uploaded file(s) will not be shared to suppliers. 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 section. 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 license 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 accidental changes or deletions. Locked files may be hidden or restricted based on access rules. (Available to administrators and license record owners) |
| Bulk Actions | Select multiple files at once to download or delete, based on user permissions. 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) |
| Supported File Types | Accepts common formats including PDF, DOCX, XLS, ZIP, MP4, PNG, and more. |
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
Use Consistent Folder Structures: Use consistent folder structures for faster access and improved audit trails. For example, organise files by document type (e.g., Contracts, Expiry or Renewal Notices, Marketing Assets).
Lock Final Versions: Lock final versions of documents (e.g., signed contracts) to prevent further editing and accidental changes.
Leverage Drag-and-Drop: Use drag-and-drop to reduce time spent uploading files during license creation or updates.
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.