Files
The Files tab provides a centralised hub for managing all documents and folders related to a planner record. It supports file organisation, uploads, access control, and bulk actions to streamline documentation and planning workflows. Teams often store mood boards, trend reports, and range planning spreadsheets here alongside specifications and approvals tied to the plan.
This section allows comprehensive file handling within the planner 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 planning records, including budgets, planning templates, approvals, and references.
Core Actions
These actions are available to all users with access to the planner record and allow for basic file management.
| Feature | Description |
|---|---|
| Add a folder | Create folders to group related files, such as Budget References, Historical Plans, or Strategy Documents. 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 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 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 planner 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 planner 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 financial year, department, or project phase (e.g., Budget References, Historical Plans, Strategy Documents).
Lock Final Versions: Lock final versions of documents immediately after approval to prevent further editing and accidental changes. This maintains document integrity for compliance purposes.
Leverage Drag-and-Drop: Use drag-and-drop to reduce time spent uploading files during planner 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.