Documents app

The documents app allows you to upload and manage files within a specific page or community. Use folders to thematically organize the files you want to manage and use deep links to refer to them where needed.

Set up the app

Once you've added a documents app to your page or community, you can configure it. Also, read Apps overview for general information on apps.

  • Name: Give your app a meaningful name that best reflects its topic and use case.
  • Activate this app: Activate it immediately or leave it in the deactivated mode. A deactivated app is only visible to admins of a page or community. The app is in draft mode.
  • URL: By default, the URL is generated from the app's name, but you can change it to something else. Any old links leading to the app won't work anymore after you change it.
  • Show author: If the field is unchecked, nobody can see who created or last edited the document. As soon as the author field is checked, the name, including a link to the person's profile, will be displayed in the following areas:
    • Overview of documents in the app: A column showing all authors appears
    • Preview of a document: In the information area of the preview, the author is displayed in addition to the location and date of the upload
    • Version history of a document: In addition to the time of the upload, the name of the user who uploaded the corresponding version is also visible
  • New document notifications: Depending on your selection, no one, all subscribers, or only admins of the page or community will be notified when new documents are uploaded.
  • Editors: Define who can upload new files, modify existing ones, and create, edit, or delete folders. Your selection defines the character of the app. For communities with a more democratic approach, everyone can often edit the app's content. For pages with a more official approach, only admins of that page are often allowed to be editors.

Upload a file

To upload a new file, you need to be an admin of the page or community, or the app need to be configured so everyone can edit. If this is the case, please follow the following steps.

  1. If the document app contains folders, please navigate to the one to which you want to upload the file.
  2. Select Upload files.
  3. Select one or multiple files you want to upload to the platform from your computer.

Manage a file

You can manage a file by selecting the three dots on the right and choosing an action.

  • Edit: To perform this action, you need to be an admin of the page or community, or the app needs to be configured so that everyone is an editor. If the respective file is a Microsoft Office file (.docx, .xlxs, or .pptx), you can directly open and edit the file within the respective desktop application. Find more detailed information about M365-Integration here.
  • Details: See the file preview and additional information about the file itself (size, format, origin, last modified, and description). Also, you can view the version history.
  • Download: Directly download the file to your computer.
  • Rename: If you are either an admin of the page or community or if the app is configured in a way that everyone is an editor, you can rename the file as you wish. The option is only available with the permission "Manage and delete files in documents".
  • Upload new version: If you are either an admin of the page or community or the app is configured so that everyone is an editor, you can update the file with a new version from your computer. The option is only available with the permission "Manage and delete files in documents".
  • Share file: Create and activate a public download link to the file. Please be aware: A person who opens the link doesn't need to be a platform user to view it. The option is only available with the permission "Manage and create public links for files in documents".
    • A file with an active share link displays the message "Active share link".
    • A shared link can be completely deactivated or recreated to create a new link while deactivating the old one.
  • Copy link: Copy a deep link to your clipboard. You can use the link to refer to the file. The person opening the link needs to be a logged-in user of the platform.
  • Delete: If you are either an admin of the page or community or the app is configured so that everyone is an editor, you can delete the file. The option is only available with the permission "Manage and delete files in documents".

Manage files.png

Create a folder

To create a new folder, you need to be an admin of the page or community, or the app need to be configured so everyone can edit. If this is the case, please follow the following steps.

  1. Select Create folder.
  2. Type in a name that describes the folder's content best.
  3. Press Enter to confirm.

To create a subfolder, please navigate to the desired folder and follow the steps above.

Manage a folder

You can manage a folder by selecting the three dots on the right and choosing an action.

  • Download: Directly download the folder as a zip file to your computer.
  • Rename: If you are either an admin of the page or community or if the app is configured in a way that everyone is an editor, you can rename the folder as you wish.
  • Copy link: Copy a deep link to your clipboard. You can use the link to refer to the folder. The person opening the link needs to be a logged-in user of the platform.
  • Delete: If you are either an admin of the page or community or the app is configured so that everyone is an editor, you can delete the folder. If you delete a folder, the files inside it are deleted as well.

Manage folder.png

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