All files overview

Plans supporting the use of Drive

The All Files overview page in Document360 Drive compiles all the files in your project in one place. This feature is particularly helpful for performing bulk operations, allowing you to manage files across all folders and subfolders from a single location. Whether you need to move, copy, or delete files in bulk, the All Files page saves you time and effort by centralizing your file management.

All files overview page

Navigate to Drive () > All files on the Knowledge base portal.

The All files overview page will display, listing the files in your project. By default, the page shows 20 files per page. To navigate through the list of files, use the pagination buttons at the bottom of the list to move between pages.

The following options are available on the All files page:

• Storage used: You can view both the used and total available storage in your Document360 Drive. If you need additional space, you can purchase more storage by selecting the Buy more option.

• Grid view: Files and folders in Drive are displayed in list view by default. You can switch to Grid view to display files and folders in a grid format.

• Filter: Use the Filter option to narrow down files based on specific criteria. The following filters are available in Drive:

  • Dependencies: Shows files without any dependencies, meaning these files haven't been used in articles, content reuse elements, or knowledge base customizations.

  • Uploaded: Filters files by their upload date.

  • Uploaded by: Filters files by the team account that uploaded them.

  • Type: Filters files by their format.

  • Tags: Filters files by user-added tags.

Bulk operation on files

The All files page allows you to perform bulk operations, streamlining file management across the entire Drive. Here's how to select files and use these operations effectively:

• Click on the checkbox next to each file to select it individually.

• To select all files on the current page (up to 20), click the Select all checkbox at the top of the list.

NOTE

If you want to select all files in the Drive, click Select all {N} items, where N is the total number of files in your project. This will select all files, not just the 20 displayed on the current page.

Once you have selected the files you wish to manage, you can choose from the following bulk actions:

• Move

  • Relocate selected files to any folder or subfolder, including categories.

  • Use this feature when reorganizing your Drive to keep files well-structured.

• Copy

  • Duplicate files and paste them into a different folder or subfolder in the Drive.

  • Copy files when you need the same content in multiple locations without affecting the original file.

• Download

  • Download the selected files to your local storage.

  • Use this feature to back up important files or to work on them offline.

• Remove

  • Delete files from the folder and move them to the Recycle bin (includes categories).

  • Once in the Recycle bin, files can be restored or permanently deleted.

If your project contains more than 20 files, use the pagination buttons at the bottom of the All Files page to move between pages. Here’s how to navigate:

• Next/Previous buttons: Click these to move forward or backward through the list of files.

• Page numbers: Jump to a specific page by clicking the page numbers displayed at the bottom of the file list.

  

Best practices for file management

• Regular cleanup: Use the All files page to periodically review and clean up unnecessary files. This ensures your Drive stays organized and clutter-free.

• Use categories: When moving or copying files, categorize them appropriately to improve searchability and file management.

• Check dependencies: Before removing files, verify their dependencies to ensure they are not linked to other important content.