1. What is the Editor folder?

By default, the Images folder in Drive is the Editor folder, but you can change it as per the requirement. It is the folder where all the image files uploaded directly from the documentation editor using the 'Insert image' are saved. It can be identified by the pencil symbol that appears over the folder icon.

2. Can a subfolder be set as an Editor folder?

Yes, you can set a subfolder as an Editor folder. By default, the Images folder is the editor folder, and you can change it as per requirement.

3. How to change the Editor folder?

1. Click on the Drive icon on the left menu bar
2. Choose any folder from the left navigation pane
3. Hover the mouse pointer over the folder and click on ••• (More) → Set editor folder option

4. What is the System folder?

Every project comes with a default 'Images' folder in Drive, which includes three subfolders: Documentation, Settings, and Home page builder.

  • Images, Settings, Home Page Builder, and Documentation are System folders
  • They are indicated with a shield on the folder icon
  • The System folders cannot be deleted or renamed
  • However you can add files and folders within the System folders and perform all the Drive actions on them

5. How to set a Drive folder for a category?

Drive folder is a default container that users can select and map to document categories and/or sub-categories. All the files uploaded to any article in the mapped category are stored under the mapped Drive folder.
Read more →

6. What happens if a Drive folder is not set for a category?

The files uploaded directly from the article editor in any unmapped category are added to the system Default folder (Documentation) or the chosen editor folder.

7. How to increase Drive storage capacity?

Only Owner(s) can increase the Drive storage capacity by adding storage add-ons. You can add it in two ways.

  1. Click on the Drive icon on the left menu bar
  2. The storage details such as Total storage, buy more, and storage used appears on the bottom left
  3. Click buy more
  4. A Storage Addon blade window appears on the right
  5. Click "+" and "-" to add or remove a storage addon
  6. Review the cost of the storage addons and the Amount due
  7. Click Confirm Payment to proceed with the payment

(or)

  1. From the knowledge base portal, go to Settings → Billing, and My plan appears as the default tab
  2. Click Purchase addon
  3. A Purchase addon blade window appears on the right
  4. Click "+" and "-" applicable for the Storage to add or remove a storage addon
  5. Review the cost of the addons and the Amount due
  6. Click Confirm Payment to proceed with the payment

8. What is the uploading file size limit?

  • Single file upload – The maximum file size is 150MB per file
  • Multiple files upload – The maximum combined size of all the files selected should be no more than 160MB

9. How many files can I store inside a folder?

The file limit is set at 5000 per folder. If you have a subfolder inside a parent folder, that subfolder would be treated as a separate folder.

10. Can I restrict the upload file type?

You can restrict the file types which you and other team accounts want to upload.

For example, you want to restrict the users to upload only .png and .pdf files.

  1. Go to Settings → Knowledge base portal → General → Drive
  2. Click Add allowed media type
  3. Type in the required fields
  4. Click Add

11. How to change the folder icon color?

  1. Click on the Drive icon on the left menu bar
  2. In the left navigation pane, click on the ••• more option next to the folder and select the Change color option
  3. You can choose from the color palette with all the commonly used colors. If you want to add any custom color, enter the required color’s Hex code or use the color picker

12. What is an Alt text?

When an image is broken, the Alt text appears instead of the image file in the knowledge base site.

13. What are the available file view types?

There are two file view types available:

  • List
  • Grid

14. How to mark a file/folder as starred?

  • Click on the More options ••• button next to the file or the subfolder and select the Add to Starred option
  • You can access the starred files by clicking on the ☆ Starred section between the Recent and Recycle bin options on the left
  • All the files and folders you have marked as starred are available to access

15. Can I rename a file inside the Drive?

No, you cannot rename a file inside the Drive.

16. Can I perform a search in the attachment?

Yes, you can perform a keyword search for the content inside PDF files on the Drive. This functionality can be used in the Drive menu pages and also when accessing Drive through the Insert file from the documentation editor.
The PDF file size should be less than or equal to 10 MB.

17. Where can I perform bulk operations in the Drive?

Bulk operations can be performed at each folder level (All content, Recent, Starred, and individual folders) in the Drive.

18. How to view the file dependencies in the Drive?

  1. Click on the Drive icon on the left menu bar

  2. Navigate through the folders and select the intended file

  3. You can access the viewer in one of two ways in the list view:

    • Click on the ••• button next to the file and select View dependencies
      (or)
    • Click on the ‘eye’ icon on the right when you hover your mouse pointer over the file

You can access the viewer in both list and grid view by clicking on the file and selecting the Dependencies dropdown.

  1. A Dependency articles blade would open on the right with the list of dependent articles

19. What is the use of tags in Drive?

When you have many files in your Drive, you can make use of the tags for easy searching.

20. How to add tags for a file?

  1. Click on the Drive icon on the left menu bar
  2. Navigate to the desired folder in which the file is available
  3. Click the desired file, and the File details blade window appears
  4. Add the tag(s) in the Tags field
  5. Click Update

21. How to insert a file in the editor?

  1. In the Documentation editor, click on the Insert file icon
  2. The UI is similar for both the Markdown and WYSIWYG editors at this point
  3. The Drive access window opens up on the Recent files folder
  4. Select the desired file and click on Insert
  5. The file is inserted in the document where the cursor is placed
  6. The container varies for different formats of files

For example, If a PDF file is added, the PDF preview frame is embedded inside the article

22. Can I use Google Drive/OneDrive instead of Document360 Drive to manage the files in the Knowledge base?

Though you can have a backup of all the artifacts you use in your knowledge base, for uploading, downloading, or managing them you would need to bring them into the Document360 Drive.

Document360 Drive can also be used as an everyday file repository similar to Google Drive/Dropbox/OneDrive. There is no restriction that only KB artifacts need to be stored.

23. What happens when I delete a file?

The deleted files are moved to the recycle bin folder and are available for 30 days. You can choose to retrieve files in case of accidental deletion. Read more →

24. Can I retrieve a replaced file?

No, you cannot retrieve a replaced file because it is overwritten with another file.

25. Why image thumbnail is not shown in Drive?

Scenario 1
When you switch the site access level multiple times, this issue could be experienced. When you change the site access, leave a 15 minutes gap before switching the site access again.

Settings → Users & Security → Site access

Solution:

  • Change the site access
  • Wait for 15 minutes
  • Again, change the site access
  • The issue would be resolved after a few minutes

Scenario 2
This issue also occurs when your internet connection is unstable.

26. How many image files can be stored under the Documentation folder in the Drive?

By default, the image files added to articles directly from the editor will be stored in the Documentation (My Drive → Images → Documentation) folder. Documentation folder can store up to 5000 files. Once the limit is reached, a new folder Documentation1 will be created, and the files will be stored in that folder.