Accessing file actions menu in Drive

To manage files in Document360 Drive, follow these steps:

1. Navigate to Drive () from the left menu in the knowledge base portal.

2. Click the desired folder in which the required file is available.

3. Click the list view/grid view icon on the top right of the Drive page.

   • List View: Click the More () icon next to the file name.

     By default, the list style appears. You can view the files along with information such as name, dependencies, updated on, updated by, file size, and tags. It is visible in columns only when the view is in List style. You can adjust the length of each of the columns containing file information.

     

   • Grid View: Hover over the file and click More and select the file action.

     Alternatively, hover over the file(s) and select the checkbox to view the file actions, such as actions Move, Copy, Add tags, Download, and Remove at the top menu.

     

Move

You can move files between folders without changing its link structure. This is similar to performing cut and paste action.

1. Select the required file in your drive.

2. Click Move in the top menu bar.

   The Move files popup window appears.

3. Select the desired folder by searching the destination folder in the search bar or by navigating to the desired folder manually from the list.

4. Click Move.

   

Does the image link change when it is moved from one folder to the other in Drive?
No, the image link does not change with the folder. All the image links will be in the same structure, irrespective of the folders in Document360.
https://cdn.document360.io/project-id/Images/Documentation/image name.image_type

Copy

You can duplicate the file in another destination folder. This is similar to performing copy and paste action.

1. Select the required file in your drive.

2. Click Copy in the top menu bar.

   The Copy files popup window appears.

3. Select the desired folder by searching the destination folder in the search bar or by navigating to the desired folder manually from the list.

4. Click Copy.

   

Add tags and alt-text

You can add tags and alt-text to your file for easy discoverability and grouping. The article tags and file tags are from the same tag library. Adding tags makes it easier for you to identify or search and retrieve a particular set of files.

1. Select the required file in your drive.

2. Click Add tags, in the top menu bar.

   The File details blade appears.

   

3. Add the tags in the Tags field.

4. Add the alternative text in the Alt text field.

5. Click Update.

You can also add tags to multiple files simultaneously.

1. Selecting the required files from the drive.

2. Click Add tags in the top menu.

   The Add tags pop-up window appears.

   

3. In the Tags field, enter the relevant tags.

   You can either add existing tags or create new tags.

4. Click Add.

View details

To view and manage file details, click the More () icon next to the file name and select View details from the dropdown menu. This will open the File details blade, where you can view a thumbnail of the file and access various actions such as move, copy, replace, download, and delete, which are available through icons located below the thumbnail.

Additionally, you can view important file information, including the file's location, size, type, uploaded date, and the name of the user who uploaded the file. You can also view and edit the tags associated with the file, as well as the alt text for image files.

View dependencies

File dependency indicates the number of instances a particular file has been added/attached to articles/category pages in the knowledge base.

On the Drive page, select the required file and click the View button in the Dependencies column. The File dependencies pop-up appears. It provides comprehensive information regarding the related areas where the file is associated with Content reuse elements such as Templates, Snippets, Fav icons, KB Customization, and more. Team accounts can now view the information about individual file dependencies on the Drive. This feature comes in quite handy when deciding on file deletions.

Download

You can download single or multiple files from the drive to your local storage.

1. Select the file(s) you want to download.

2. Click the Download button on the top menu bar. The file(s) will be downloaded as a .zip file.

Alternatively, you can download a file from its details page:

1. Open the File details blade.

2. Click the Download () icon. The selected file will be downloaded as a .zip file.

Alternatively, click the More () icon next to the file name and select Download from the dropdown menu. The specific file will be downloaded as a .zip file.

Remove

You can delete single or multiple files from the drive to your local storage.

1. Select the file(s) you want to download.

2. Click the Remove button on the top menu bar. The file(s) will be moved to the Recycle bin folder.

Alternatively, you can delete a file from its details page:

1. Open the File details blade.

2. Click the Remove () icon. The selected file will be moved to the Recycle bin folder.

Alternatively, click the More () icon next to the file name and select Remove from the dropdown menu. The specific file will be moved to the Recycle bin folder.

NOTE

Once deleted, all corresponding media file reference links will be broken, and the CDN cache will be cleared shortly.

You can choose to retrieve files from the recycle bin in case of accidental deletion.

Replace

You can update a file by replacing it with another file of the same type. This allows you to update your files without changing the file name or URL. This helps in retaining the file path in any locations where the file is used without breaking the links. The file change will be updated in the article within 20 minutes.