File management

File management allows you to manage external files that have been linked in Serviceware Knowledge.

File management is opened via the navigation menu. Files can be uploaded and files already contained in the file management can be managed. Files can be saved and shared locally.
Files can be uploaded using drag and drop or via the Add files function. It is possible to upload a complete folder with the included files.
Tip: Please note the limit of 500 MB per upload.

To work in the file management, you must be a member of the editorial team.



(1) Search field with full text search and filters (2) Action bar with switching between file preview and list view with filter function
(3) Adding files from the file explorer (4) Navigation pane (folder and list view)
(5) File preview with details and display of usage of the selected file (6) Context menu for files; saving, sharing, moving or deleting a file

Screenshot: Sorting the search results

File management has a search function. The search results can be filtered and sorted according to relevance or file parameters. Several files can be selected and edited or deleted at the same time.

When uploading, you’re assigning properties to the files.
Title
File name.
Description
Description text.
Folder
Folder in file management where the file should be placed.
User group
Select the user group that has write permissions on the created data record from the drop-down list.
Responsible user
Select the responsible user from the drop-down list.
User groups
Select the user groups that can use the images. You can select the user groups individually from the drop-down list, selecting or deselecting all users via the check mark.
Image options
Select the image sizes for the figure from the drop-down list.

Creating folders

To create a new folder in file management, you have three options.

Proceed as follows:
  1. Open file management via the navigation menu.
  2. Create a folder:
    • In the list view, select the folder under which you want to create a folder using the New folder context menu.
    • In the list view, hover the cursor above the folder under which you want to create a folder and select the + icon.
    • In the folder view, navigate to the folder where you want to create a folder and select the folder using the + icon.
  3. Hover the cursor over the name of the new folder and select the Edit icon.
  4. Specify the name of the folder in the Edit folder dialog.
  5. Save The settings.
The new folder has been created.

Uploading files

You have various options for uploading files.

You can drag and drop a file into a folder that is already open in the file management. You can then insert the file information using the drag and drop editor.

To select the file from your computer to add it, proceed as follows:

  1. Open file management via the navigation menu.
  2. In the context menu, select Add files.
    Screenshot: Load files
  3. For selecting the file to upload, you have two options:
    • Drag and drop the desired file into the cloud window.
    • Choose Select files and browse for the file using the file explorer.
    • Select Select files, open the folder with the desired files using the file explorer and select several files. Then use the button Upload. Check your browser settings if the upload is not possible.
  4. Describe the files using the parameters.
    Screenshot: Describe external files
  5. You have the option of replacing the currently selected file via Select files.
  6. Save The file.
The file will be placed in the specified folder together with the description.

Moving a file

Proceed as follows to move a file to another folder in the file structure.

  1. Open file management via the navigation menu.
  2. Navigate to the file you want to move.
  3. If you want to move the file to a new folder, firstly create the new folder.
  4. In the detail view of the file in the context menu, select Move files.
  5. In the Move element dialog, select the target folder from the drop-down list.
  6. Confirm the selection with Move.
The file has been moved to another location.

Deleting files

You can delete files that are no longer needed via file management.

Before deleting files, check the use of the file.
  1. Open file management via the navigation menu.
  2. Navigate to the file you want to delete.
  3. Switch to the detailed view.
  4. Select the Usage tab.
  5. Check the list of usages of the file to see if you still need it.
  6. Open the context menu for the file and select Delete file.
  7. Confirm the deletion in the dialog.
The file and its usage have been deleted and cannot be restored.

Drag and drop editor

The drag and drop editor allows images that are dragged into texts with the mouse to be transferred directly to the file management.


Drag and drop editor for file management

Tip: The behavior of the editor is limited in some cases by the browser. We recommend using Google Chrome or Microsoft Edge. Always use the latest version.
  1. Open a text for editing.
  2. Using the mouse, drag and drop the desired image from your file explorer into the text.
    The drag and drop editor opens.
  3. Describe the image you want to insert and select a storage location in the Knowledge file management. Define User group and Responsible user.
  4. Save The data record.