Navigate the Files Tab

This article explains how to navigate the Files tab, where admins can manage the files of a specific user.

This article contains the following sections:

Requirements

Make sure that New Design - Strato Storage is installed in the Upgrade Center.

Features

File List

When you open the Files tab in the User Information page, you will see the list of files of a specific user, and the details of these file.

By default, these details include the file’s Name, the Category of the file, and the date and time the file was last Updated.

Action

	The Upload button allows you to upload a file. The Recipient of the file will be the user that is currently being viewed. Uploading a file opens the Upload Files panel, where you can select the assigned Category and the Destination Folder of the file.
	The Refresh button refreshes the File List.
	The Show/Hide columns button allows you to toggle additional details on and off. Note that the Name column is enabled by default and cannot be toggled off.
	The Sort button allows you to sort by the selected column in ascending or descending order.
	The Rows per page dropdown allows you to choose either to show 10 or 25 entries per page.
	The Record count shows you the number of entries currently being viewed out of the total number of entries.
	The Navigation controls allow you to jump between pages. You can go to the previous page, next page, or the last page, respectively.
	The Export to CSV button allows you to generate a CSV file of all available files. This file includes all active columns and download links for each file, and reflects any current filtering applied through Basic and Advanced Search.
	The Move Column handle allows you to drag and drop columns to easily reorder them.

Five additional actions are available from the More button: Download, Info, Open, Edit and Delete selected file.

Download	Downloads the selected file.
Info	Opens the File Information side panel where you can access the relevant details of a file.
Open	Opens the File Viewer where you have more actions available, such as printing.
Edit	Opens the Edit side panel where you can modify the details of the selected file.
Delete	Permanently removes the selected file from Strato Document Management.

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Learn more about how to manage files in Strato Document Management.

Search

You can search for keywords using the search bar located at the top of the file list. The search applies to the Name column, and will only be done across files and folders that you have authorization to view.

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The search feature can accept non-English characters as valid search keywords, but certain special characters are not supported as search inputs.

To do an advanced search, click the Filter icon. You can create condition groups, where you can define which file Properties to check (for example, Created), how to compare it (for example, Is after), and values to compare it to (for example, a date such as 05/01/2025). You can string multiple conditions and condition groups together.

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Depending on the method of comparison, the value field may not be shown. In the screenshot above, the Is not empty comparison does not require a value as it only checks if the file Property has a value in it.

Batch Actions

When selecting more than one file using the checkboxes, the following actions can be performed:

Note that Info and Open are unavailable when more than one file is selected.

Quick File Selection

Click on the dropdown button beside the number of selected files to open the dropdown menu. You can choose between the following options:

Select all (X items): Select all items across all pages.
Select this page (X items): Select all items in the current page you are currently viewing.
Clear selection: Unselect all items.

Edit

Click Edit to open the Edit side panel where you can choose which details to edit.

Toggle the checkbox next to the details you want to change.

Click Save to apply the changes to the selected files.

Download

Click Download to download the selected files. A message will appear indicating that the files are being compressed in a zip file.

When the download is ready, a message will appear with a link to the Downloads page. The message may also note if any missing or inaccessible files were not included.

Delete

Click Delete to permanently remove the files from Strato Document Management.

Column Actions

The Column Actions button appears on the right side when hovering over a column.

When clicked, the button shows you a list of actions you can do to the selected column.

Folders

To the left of the Files tab, you will see the Folders list. This list shows the folder structure of the user’s files, which allows you to see the sub-folders and file count without having to open the folders directly.

Actions

	To navigate to a folder, click the Folder name. You can also navigate to a folder by enabling the File Path column, then clicking the link.
	The File count shows the current number of files in that folder. Empty folders will not show a File count. Note that this will only reflect the files directly inside a folder. If a file is inside a sub-folder, the File count will be reflected for the sub-folder.
	The Arrow icon indicates if a folder contains any sub-folders. Click the icon to show the sub-folders and their file counts.
	The Show empty folders toggle allows you to toggle between displaying or hiding empty folders in the list. Note that this toggle does not treat folders with only empty sub-folders as “not empty.” Specifically, if a folder contains a sub-folder but neither contains any files, both folders will remain hidden when the toggle is off.