📄 View Folder and File Details (File and Storage Management) [V1]

View Folder and File Details (File and Storage Management)

💡

For the overview articles, please read: File Management - Overview, and Storage Management - Overview

To view the details of either a folder or a file within File Management and Storage Management, click on the folder icon or file thumbnail. This will lead the user to the details of the file (i.e., General Settings, Properties, and Document Status) and folder (i.e., General Settings, Category, Properties, and Authorizations).

💡

For super admins that wishes to view files of all users under specific folders, read: Show Files of All Employees


Viewing and Accessing File Details in Storage Management

  1. Click on a user to cascade the list of folders and files stored and assigned for that particular user or employee. 
  2. Click on the file thumbnail on the left of the file name to view the details of the required folder. 
  3. This will lead the user to the File Information Page, wherein General Settings, Properties, and Document Status will be displayed on the left side of the screen.
  4. The Preview Pane is displayed on the right side showing the first page of the file.
  5. Note: In case the user needs to view the entire contents of the document, click the attached link on the ‘Link to File’ field under General Settings. 
  6. Limitations: The Preview Pane is only limited to files.

Viewing and Accessing Folders Details in Storage Management

  1. Click on the folder icon on the left of the folder name to view the details of the required folder.
  2. This will lead the user to the Folder Information Page wherein General Settings, Category, Properties, and Authorizations will be displayed, if necessary. 
  3. Note: The user can also access the file or folder information page on Grid view, please read Document Preview - Grid View in Storage Management.
  4. When viewing global files and folders from File Management, directly click on the required folder icon or file thumbnail on the left of the file name to view the details.
  5. See the description of each detail for a file or folder and all the other available actions below.

General Settings: 
  • Categories - assigned to folder to easily manage and search for specific items (read: Assign a Category to a Folder/File)
  • Link to File (files only) - uploading an image and PDF file types in File Management automatically generates a URL that can be used and clicked to preview the file to another window.
    • On the other hand, if the file/template is uploaded from the Generator Card (ESS/MSS), then the link to be displayed here is the URL from the file's preview UI after generation from the card. 
    • If the file has the 'Allow public access' setting enabled, be careful on sharing the file's url link as this means it can be accessed by anyone who has the link to the file.
  • Location (only visible to users with a super admin role) - displays the storage location where the folder is stored. The default and other custom storage locations are set within the Location Configuration.
  • Last Changed On - date and time it was last modified.
  • Last Changed By - last person who edited the folder/file.
  • File Owner (files only) - displays the name of the user from one of the following:
    • The user who uploaded the file in the File Management and Storage Management
    • The user who generated the file (then automatically uploaded in the storage) from the Generator Card (Strato Dashboard widget)
    • The user who uploaded the file in the My Files card (Strato dashboard widget)
    • The document owner configured within the Store Document step if the document was automatically uploaded in storage via Strato Workflow
  • Recipient (files only) - intended recipient or receiver of the file
Category:
  • Allowed Category - the categories assigned to the folder that limit the number of selection of default categories.
  • Default Category - value entered in this field will be automatically assigned to any file uploaded within the folder.
Properties:
  • Assigned Metadata - displays the properties assigned on the file.
Document Status: 
  • Current Status - shows the status of the document (i.e., ‘Active’, ‘Archived’, ‘Expired’, and ‘Deleted’).
  • Document Validity - indicates the specified validity date of the document and the associated status that will be applied once that date is reached.
  • Deletion History (files only) - Shows a record that displays the history of deletion actions performed on a file.
Aside from the details above, here are the available actions that can be performed for a selected folder or file (click on its respective linked articles for more details):

Related articles