File library overview

This feature is available for:

Don't know which module you're using? Find out here.

  • Module: Modern Intranet

Files in Haiilo can be housed in the file library. Each time you upload a file to the library, it is stored and accessible by anyone with permission to access the area into which it was uploaded. Each area of the platform has a dedicated file library, including pages, communities, homepages, and your personal file storage, My files. 

File library.png

Features

These are the features related to files:

File library

You can upload files into the file library and then use these files across various locations on the platform. This allows you to store files that can be reused and accessed by other users.

  • Activating the file library: The file library is activated with the "Access file library" permission. This gives users access to upload and interact with files on the platform.
  • Navigating the file library: The easiest way to access the file library is by selecting My files in the user drop-down. When in the file library, you can select Start followed by a homepage, page, or community to view files uploaded in and related to those sections.
  • My files: Your personal file storage in the file library. You can upload files that are relevant to you or that you need to be able to quickly access. Files uploaded here can still be shared with other users. My files also acts as a jump-off point to the wider file library.
  • Managing files in a page or community: Every app in a page or community automatically creates a folder in the pages or communities' file library. Page and community admins can access Manage files in the page or community to view all the files related to their page or community. Users can access a page or community's file library by navigating the file library's breadcrumb menu.

Individual files

You can add, access, and interact with individual files in the file library. We refer to them as "files", but this includes documents, images, videos, etc.

  • Finding and viewing files: You can find and view all files that you have permission to access. Files from private pages or protected communities aren't visible unless you are selected to access the page or community. If you can't access or see a page or community, its content is hidden. You can also find files via the search, but again only if you have permission to access them.
  • Uploading and attaching files: You can upload files to the file library directly or to elements such as timeline posts, apps, widgets, and comments. You can also upload files by pasting or dragging and dropping them in various elements. Alternatively, if a file already exists in the file library, you can attach it from the library without needing to upload it again.
  • File previews: A preview is automatically generated for certain file formats so that the files can be viewed directly in the platform without downloading them. Learn more in this article:
  • Interacting with files: You can download, rename, upload a new version, share, copy link, or delete files, depending on your permissions. You can also view a file history showing the updates that have been made to it and by whom. Older versions of files can be restored. Learn more in this article:
  • Limits:
    • Format: You can generally upload all common file formats into Haiilo. File previews are only generated for certain formats. Learn more in File preview.
    • Size: Files or folders with a maximum size of 1GB and individual images with a maximum size of 10MB can be uploaded to and downloaded from the file library.

Permissions

These are the permissions related to the file library:

  • "Access file library": Activates the file library and "My files". Users can access and interact with files in the file library.
    • Without this permission, you cannot access the file library or "My files", attach files, or interact with files in the library.
  • "Manage and delete files in documents": Allows users to delete, rename, and upload new file versions of their managed files. You cannot manage files that you don't have permission to edit. 
  • "Manage and create public links for files in documents": Allows users to create and delete public share links for files. Sharing these links makes the file public to anyone with access to the link. Viewing it doesn't require access to your platform.

Was this article helpful?