Permissions

Always ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.

Company Documents

To interact with files in the Company Documents folder, users require the following permissions:

View: Allows users to see all public files.
Create: Allows users to upload files and folders.
Edit: Allows users to rename and move files or folders.
Manage: Allows users to delete files and folders.

Project Documents

To work with files in Project Documents, users must have the corresponding Project Document permissions:

View: Allows access to all public project files.
Create: Allows uploading of files and folders.
Edit: Allows renaming and relocating files or folders.
Manage: Allows deletion of files and folders.

Search and Filter

With a large number of files, it can sometimes be difficult to find a specific file. Our search and filter feature makes it easy to locate the file you need.

Start typing a file's name in the Search bar to quickly access it, or use the filter button on the right of the Search bar to access Filter options (Type, Created by, Lost Modified). Click on Apply to show the filtered results.

Uploading Files

Uploading files is a simple process that allows you to add files to the new File Management system for backup storage and organization. Use file management to keep important documents, photos, and other files in one central location, easily accessible to your team.

To upload a file, follow these steps:

Click on the Upload button
Click on Files
Select a file from your computer to Open
The selected item will upload and display a Completed message

Upload files to a folder by clicking into a folder and using the "Upload" button.

Creating Folders

Creating folders is a great way to keep your files organized and easily accessible. To create a folder, follow these steps:

Click on the Create Folder button
Add a Folder Name
Click on Create

You can also create subfolders within existing folders by clicking on the "Create Folder" button while inside a folder.

Moving Files

Moving files allows you to easily organize your files or folders into different folders. Access the move function in two ways: the Action button or with the three-dot button. Use the Action button to perform bulk actions such as moving more than one file or folder at once.

To move a file with the Actions button, follow these steps:

Use the Select checkbox to select one or more files
Click on the Actions button
Select the Move action
Use the pop-up to view the main folders in Documents
Select a Folder
If needed, select the Subfolder
Click on Move to complete

To move a file with the three-dot button:

Click on a file or folder's three-dot button
Select the Move action
Use the pop-up to view the main folders in Documents
Select a Folder
If needed, select the Subfolder
Click on Move to complete

Copy Files

Duplicate a file and move it to another folder using the Copy action. Access the Copy feature by clicking on the Action button or using the three-dot button.

To copy a file with the Actions button:

Use the Select checkbox to select one or more files
Click on the Actions button
Select the Copy action
Use the pop-up to view the main folders in Documents
Select a Folder
If needed, select the Subfolder
Click on Copy to complete

Using the three-dot button:

Click on a file or folder's three-dot button
Select the Copy action
Use the pop-up to view the main folders in Documents
Select a Folder
If needed, select the Subfolder
Click on Copy to complete

File Sharing

Our file-sharing feature makes it easy to collaborate by allowing you to share files and folders with anyone.

Permissions and Access Levels

Users with Document permissions can view any uploaded files and folders unless their access has been specifically restricted. When you add users or contacts to a file or folder’s sharing, access is limited to only those recipients.

Three Access Levels can be granted to shared recipients:

Viewer: Can only view the File or Folder.
Editor: Can move the File or Folder and upload revisions.
Manage: Can delete the File or Folder and manage access settings.

By default, only the original uploader and anyone with Documents - Manage permissions can manage sharing —unless they grant Access Level -Manage access to another user.

The Documents module uses a tree structure. Sharing a folder automatically shares all of its contents with the recipient.

However, individual files or subfolders within that folder can be restricted with access level sharing. In such cases, the user will have access to the folder and its contents except those specifically restricted by access level sharing.

To share files with existing users:

Click on a file or folder's three-dot button
Select the Manage Sharing action
Use the pop-up to view the sharing options
Confirm you on the "Add Members" tab
Add existing Users using the "Add people" search bar
Select a user and choose an access level - Viewer, Editor, or Manager
Click Save when complete

To share files with contacts outside of the system:

Click on a file or folder's three-dot button
Select the Manage Sharing action
Use the pop-up to view the sharing options
Click on the "Share by Link" tab
Add a recipient using the "Send by email or phone number" field
Enter the recipient's email or phone number
Click Save when complete

Sharing a file or folder via a link grants View-only access to recipients. Only registered Users can be assigned access levels (Viewer, Editor, or Manager), as these levels coincide with their permissions within SiteMax.

You can stop sharing with a specific user or recipient at any time by clicking the "X" next to their name.

To stop sharing the file with all users and recipients at once, simply click the red "Stop Sharing" button.

Upload and Manage Revisions

Our upload and revision management feature helps you track changes to a file and revert to previous versions when needed.

With our new file management system, when you upload a file with the same name as an existing one, you’ll be prompted to save it as a revision. To upload a revision, ensure the files have the same name, then click the "Replace As New Versions" option to save.

To view and manage the file's revisions:

Click on a file or folder's three-dot button
Click on Versions
Use the pop-up to view the file's version history. The present version of the file will have the checkmark under "Is Latest."
To set an older version to be the latest, hover over the file. You will see the "Set as Latest" button appear in the far right corner.
Click on "Set as Latest" to create a new revision of the file.
Click Close when complete

To delete a version:

Click on a file or folder's three-dot button
Click on Versions
Hover over the file and a three-dot action button will appear in the far right corner.
Click on the three-dot action button and select Delete to permanently delete the file version.
Click Close when complete