Plans supporting the addition of folders and files in Drive

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

Adding a new folder

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

Using the 'New folder' button

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

    Existing Folders and Subfolders will be displayed in a tree-view style on the left navigation pane.

  2. Click the New folder option on the top left.

    A New folder popup appears.

  3. Enter the Folder name.

  4. The folder location is 'Root level' by default.

    Using the Folder location dropdown, you can add a new root-level folder from anywhere in the Drive.

  5. Click Create.

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.


Using the '+' option

Use the left-side Folder Manager navigation pane to add a root-level folder. This process is similar to adding a category using the "Category Manager" in the Documentation section.

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

    Existing Folders and Subfolders will be displayed in a tree-view style on the left navigation pane.

  2. In the left navigation bar, hover the mouse pointer over the space between the folders until the + icon appears.

  3. Click the + icon, and a New folder popup will appear.

  4. Enter the desired folder name.

  5. The default location is 'Root level.' You can add a new root-level folder from anywhere in the Drive using the folder location dropdown and clicking on the Reset option.

  6. Click Create.


Adding subfolders

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

Using the 'More (•••)' option

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

    Existing Folders and Subfolders will be displayed in a tree-view style on the left navigation pane.

  2. Click the More options (•••) button next to the folder, select Add folder.

    The New folder popup appears.

  3. Enter the Folder name.

  4. The folder location by default is the folder you click on the More (•••) option.

    You can add a subfolder anywhere in the Drive using the location dropdown.

  5. Click Create.


Using the '+' option

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

    Existing Folders and Subfolders will be displayed in a tree-view style on the left navigation pane.

  2. In the left navigation bar, hover the mouse pointer over the space between the folders until the '+' icon appears.

  3. Click the '+' icon.

    A New folder popup will appear.

  4. Enter the desired folder name.

    The default location is the folder where you clicked the '+' icon.

    Using the location dropdown, you can add a subfolder from anywhere in the Drive.

  5. Click Create.

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

Using drag and drop in Empty folders

You can add individual or multiple files to folders or subfolders using the drag and drop feature. If your folder is empty, you can use the drag and drop area in the center or click the Upload button.

  1. Drag one or more files from your device's local storage and drop them into the designated area.

    Alternatively, click the Upload from my device button and use the file explorer to select your files.

    NOTE

    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?

  2. Specify the Folder location where you will store the files.

    The Folder that is selected in the Folder manager is set as the default location for file upload.

  3. Upon completing the selection of images, in the Tags field, you can select pre-existing tags or choose to create tags, which will be saved to the available list of tags.

  4. If a single image is being uploaded, define the Alt-text, and if multiple images are being uploaded, define the Common alt-text for the set of images selected for upload.

  5. Click Upload to confirm.

NOTE

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.


Using the 'More (•••)' option

To add files to a subfolder, use the left navigation pane:

  1. Click the More (•••) option next to the folder.

  2. Select the Add files option.

  3. Use the file explorer to select your files.

  4. Add Tags and Common alt text if required.

  5. Click Upload.


File Limits and Type Restrictions

File limit in a single folder

  • Each folder can contain up to 5000 files.

  • Subfolders are treated as separate folders.

File size limit for upload

  • Single file upload: The maximum file size is 150MB per file.

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


How can I add 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 > Drive settings.

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

  2. Click Choose allowed media formats and click Add.

  3. 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)

  4. Click Add media type to add the more allowed file formats.

  5. Click Save to confirm.


FAQs

What are tags in Document360 Drive and how are they used?

Tags in Document360 Drive are keywords or labels that you can assign to files to categorize and organize them. They help in quickly searching and identifying files based on specific topics or attributes. To add tags:

  • When uploading files, enter relevant tags in the Tags field.

  • Tags can also be added or edited later by selecting the file and modifying its properties.

  • Each tag can be up to 30 characters long.

What is alt text in Document360 Drive and how is it used?

Alt text (alternative text) in Document360 Drive is a brief description of an image's content. It is used primarily for accessibility purposes, helping visually impaired users understand the context of images embedded in articles. Alt text should be descriptive yet concise, providing meaningful information about the image.

  • Specify alt text for each image to ensure accessibility compliance and improve user experience.

  • Alt text can be set during the upload process or edited later through image properties in Document360 Drive.

  • Each alt text can be up to 140 characters long.