Overview

The File Manager provides a central location where users can store, organise, and manage important documents within the platform. Unlike the Site Files area, which is used for managing documents at a site level, the File Manager acts as a secure document storage system where access can be controlled on a folder-by-folder basis.

Many organisations use the file manager to store:

• Certificates

• Audit reports

• Inspection records

• Site documentation

• Training records

• Compliance documents

• Internal reports

• Shared company files

The File Manager allows authorised users to access, upload, organise, and manage documents without needing to exchange files through email.

How the File Manager Works

The File Manager is organised using folders and subfolders, similar to the way files are stored on a computer.

Each folder can contain:

• Documents

• PDFs

• Images

• Spreadsheets

• Certificates

• Additional folders

This structure helps organisations keep information organised and easy to locate.

For example, separate folders may be created for:

• Individual sites

• Departments

• Projects

• Compliance records

• Employee documentation

Users only see folders they have permission to access.

Automatic User Folder Creation

When a new user is created, the system can automatically create a folder specifically for that user.

This personal folder can be used to store:

• Individual certificates

• Personal records

• Training documents

• User-specific reports

• Other relevant files

The user's folder is then linked to their File Manager workspace, allowing them to access their assigned documents easily.

This ensures documents remain organised and separated from other users' records.

Folder Access Permissions

One of the key features of the file manager is its flexible permission system.

Administrators can control exactly which folders each user can access.

This means users only see folders that are relevant to their role and responsibilities.

For example:

User A

May have access to:

• Personal folder

• Site A folder

• Training certificates folder

User B

May have access to:

• Personal folder

• Site B folder

• Audit reports folder

Even though both users are using the same file manager, they may see completely different folders based on the permissions assigned to them.

How Administrators Control Access

Administrators can manage folder access on a user-by-user basis.

They can:

• Grant access to additional folders

• Remove access from folders

• Change permissions

• Assign shared folders

• Restrict access to sensitive documents

This allows organisations to maintain security while still enabling collaboration where required.

For example, a site manager may need access to site documents, while a standard employee may only require access to their personal records.

Navigating the File Manager

The File Manager is divided into two main sections.

Folder Tree

The left-hand panel displays a folder tree structure.

This allows users to:

• Browse folders

• Expand subfolders

• Navigate through document structures

• Quickly move between locations

Folders can often be expanded and collapsed to make navigation easier.

Workspace Area

The main workspace displays the contents of the selected folder.

Depending on permissions, users may see:

• Files

• Documents

• Images

• PDFs

• Additional folders

Selecting a folder displays its contents in the workspace.

Creating New Folders

Users with the appropriate permissions can create new folders.

This is useful for organising documents into logical categories.

For example:

• Monthly reports

• Audit records

• Training certificates

• Site inspections

• Customer documentation

Creating folders helps keep large collections of documents organised and easy to manage.

Uploading Files

The File Manager allows users to upload documents directly into folders.

Common file types include:

• PDF documents

• Word documents

• Excel spreadsheets

• Images

• Certificates

• Reports

To upload a document:

1. Open the required folder.

2. Select the upload option.

3. Choose the file from your device.

4. Confirm the upload.

Once uploaded, authorised users can access the file immediately.

Managing Documents

Depending on permissions, users may be able to manage existing documents within folders.

This can include:

• Viewing files

• Downloading files

• Replacing files

• Renaming files

• Moving files

• Organising files into folders

Available options may vary depending on user permissions configured by the administrator.

Deleting Files and Folders

Some users may have permission to delete files or folders.

If delete permissions have been granted, users can:

• Remove unwanted documents

• Delete outdated records

• Remove unnecessary folders

If delete permissions have not been granted, the delete option may not be available.

This helps prevent accidental removal of important company information.

Shared Folders

In addition to personal folders, users may also have access to shared folders.

Shared folders are commonly used for:

• Company-wide documents

• Site documentation

• Team resources

• Compliance records

• Shared reports

Access to these folders is controlled by the administrator.

Users can only view or edit shared folders if permission has been granted.

Best Practices for Using the File Manager

To keep documents organised and easy to locate:

• Use clear folder names.

• Store files in the correct folder.

• Avoid duplicate documents where possible.

• Remove outdated files when permitted.

• Use subfolders to organise large collections of documents.

• Keep certificates and reports in dedicated folders.

Following these practices helps maintain a clean and organised document structure for all users.