Adding folders and files

Document360 Drive enables you to create and manage folders and subfolders, ensuring that your file structure aligns with your Knowledge base categories for better navigation and accessibility. This article will guide you through the steps to manage system folders, add new folders and subfolders, and organize files, making your document management more organized and intuitive.

System folders

Every Document360 project includes System folders, which are built-in folders that come by default. These folders are essential for the core functionality of your project and cannot be deleted, moved, reordered, or renamed. However, users can perform certain actions within these folders, including adding files or setting a default folder.

When you navigate to the Drive page, you will see a category tree on the left navigation pane listing all your files and folders. System folders are easily identifiable by the shield icon () next to their name.

NOTE

While files within system folders can be deleted (though not recommended), the folders themselves have several restrictions.

For example, Images is a system folder that contains subfolders such as Home page builder, Settings, Documentation, and Glossary.

Folder actions

Some folder actions are restricted in System folders. The restricted actions are: add folder, add file, change color, set default folder, rename, and remove.

Adding a new folder

Here are the methods to create a new folder in your Drive.

Method 1: Using the 'New folder' option
Method 2: Using the '+' option

PRO TIP

When you create folders for your knowledge base files, it is easier to navigate and maintain if the folders are in-sync with the Category and Subcategory of your knowledge base.

Adding subfolders

You can add subfolders once you have more than one root-level folder.

Method 1: Using the 'More' option
Method 2: Using the '+' option

NOTE

Ensure the root level folder is expanded (The arrow on the left side of the folder points downwards); if not, a new folder will be created at the same level.

CAUTION

Deleting a root-level folder in the Drive also deletes its subfolders and files. This can cause broken images and file links in articles referencing any deleted file.

Adding files

You can add files to folders in drive using two methods:

Method 1: Using drag and drop in Empty folders
Method 2: Using the 'More' option

NOTE

• File names should not contain the characters +, %, #, or =.

• You can view the list of acceptable file formats in the bottom left. To know more about acceptable formats, read How can I add file type restrictions?

• When uploading multiple images, you can add both tags and alt text. However, if you upload a combination of images and other file formats, or if you upload only file formats other than images, you can only add tags. Both Tags and Alt text fields are optional fields.

• When an image with the same name as an existing asset is uploaded, Drive automatically renames the new file to prevent overwriting (for example, logo.png becomes logo(1).png). The original file remains unchanged. If you intend to replace an existing image with a new version, read more on File actions in Drive.

File limits and file type restrictions

The file limits and file type restrictions are as follows:

• Each root folder can contain up to 5,000 files.

• Single file upload: The maximum file size is 150 MB per file (in Decimal units — 1 MB = 1,000,000 bytes).

• Multiple files upload: The maximum combined size of all selected files is 160 MB.

NOTE

The 150 MB file size limit is measured using Decimal (SI) units, where 1 MB (Megabyte) = 1,000,000 bytes. In Binary units (1 MiB (Mebibyte) = 1,048,576 bytes = 2²⁰ bytes), this corresponds to approximately 143.05 MiB. Some systems display file sizes in binary units, so the displayed size might vary slightly from what Document360 calculates.

Adding file type restrictions

You can restrict the file types you and other team members can upload. For example, if you want to restrict uploads to only .png files, follow these steps:

1. Navigate to Settings() > Knowledge base portal > General

2. Scroll down to Drive settings.

   By default, the Allow all media types option is selected.

3. Click Choose allowed media formats and click Add.

4. Enter the Media type and Extension fields.

   NOTE

   • Media type - Type in the media you want to restrict. You must enter the following format: media type/extension. Refer the basic media format types for better understanding

   • Extension - Type in the extension type. This is a case-sensitive field. Ensure that you enter the lowercase alphabet in this field. (For example, .png, .svg, .jpg)

5. Then, click '+' to add the created file format.

6. Click Save to confirm.