How do I manage folders and documents?
Teresa Bui avatar
Written by Teresa Bui
Updated over a week ago
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Folders allow you to upload files and documents against properties and tasks. You can also delete, rename and move documents in existing folders. To manage these simply click on the Documents tab of the property or task.

Creating folders

Under the Documents tab of the task of property, click Add folder. The name will be automatically highlighted so you can start typing to write the folder name (make sure to press the Enter/Return key to commit the folder name or it will cancel the folder creation). When any existing folder is selected the Add subfolder button will be available to create subfolders in the current selection.

Making documents visible on the Customer Portal (properties only)

If you name a folder public (all lower case) any documents added to that folder can be seen by Clients on the Customer Portal when they view their properties

Uploading

To upload a file, go to a Property or a Task then click the Documents tab. There is a rectangular region with the message Simply drag and drop your file here, or select files. Dragging a file into this region will upload the file, or alternatively click select files to browse for the files you wish to upload (in both cases multiple files can be dragged in or selected at once). To upload directly into a folder, drag directly over the folder.

Note: While multiple files can be uploaded, be aware of the following limitations:

  • The maximum size of a single file cannot exceed 500MB.

  • You cannot drag across a whole folder, however, you can select/drag all the folder contents to upload. Alternatively, you can zip/compress the folder and upload as a single file.

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Renaming

Click on the document and click rename. Make sure not to remove the ending, for example .gif or .pdf at the end. This will corrupt your file. Once you're happy with the new name, click enter and this will save your file with the new name.

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Deleting

Select the file you're wanting to delete, and click "delete" in the top right of the window.

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Moving a document into a folder, downloading, deleting and renaming in a gif below:

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Did you know: If you put a document into a folder called "public" on the documents tab of a property, client or client group, the items within that folder will be visible for your client, via the client portal? Pretty awesome right? Just make sure it is exactly that, public, no caps or spaces. To see the setup and how your clients can access shared documents, check out our article on how to share property documents with a client.

Setting up a default folder structure

Default folder structures can be set up against tasks or properties. The setup process is exactly the same for both with the only difference being the first step (Control panel > Properties for properties, and Control panel > Tasks for tasks). Properties will be used in the following steps.

Go to Control panel > Properties and fill out the default document structure field. Each new line will be a folder name. You can also define subfolders by adding a slash (i.e public/Reports will create a folder named "Reports" that will reside in the folder named "public") . Once you're done, click Save.

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Subfolders

You can also define subfolders by adding a slash (i.e public/Reports will create a folder named Reports that will reside in the folder named public). A folder can have multiple subfolders by writing the same path, then defining the subfolder at the end of the path. Once the folder structure is applied, these folders will be presented in alphabetical order.

Example:

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Default folder structures in properties: After the default structure is saved, newly created properties will adopt the default folder structure. To have an existing property adopt a default folder structure, go to the property, click Documents > Add default folder structure.

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Default folder structures in tasks: New tasks will adopt the default folder structure set up for tasks, however there is no option to add a default folder structure retroactively.

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