File Management#

Learn how to effectively manage files in DataFort with advanced features like versioning, bulk operations, and sharing.

File Operations#

Renaming Files#

1. Right-click the file
2. Select Rename
3. Enter new name
4. Press Enter or click Save

Naming Tips:

• Use descriptive names
• Include dates for reports (e.g., Q1-2026-Report.pdf)
• Avoid special characters

Copying Files#

1. Select file(s)
2. Right-click and select Copy
3. Navigate to destination
4. Right-click and select Paste

Moving Files#

Drag and Drop:

1. Click and hold the file
2. Drag to destination folder
3. Release to drop

Context Menu:

1. Right-click file
2. Select Move to
3. Choose destination folder
4. Click Move

Deleting Files#

1. Select file(s) to delete
2. Click Delete or press Delete key
3. Confirm deletion

Note: Deleted files go to Trash for 30 days before permanent deletion.

Restoring Files#

From Trash:

1. Open Trash from sidebar
2. Find the deleted file
3. Click Restore
4. File returns to original location

Bulk Operations#

Selecting Multiple Files#

Click Selection:

• Hold Cmd (Mac) or Ctrl (Windows) and click files

Range Selection:

• Click first file
• Hold Shift and click last file

Select All:

• Press Cmd/Ctrl + A to select all files in view

Bulk Actions#

With multiple files selected:

Version Control#

How Versioning Works#

DataFort automatically tracks file versions:

1. Upload a file: report.pdf (v1)
2. Upload same name: report.pdf (v2)
3. Previous version saved automatically
4. Access version history anytime

Viewing Version History#

1. Click on a file
2. Select Version History tab
3. See all versions with dates
4. Preview any version

Version Actions#

Version Comparison#

Compare two versions:

1. Open version history
2. Select two versions
3. Click Compare
4. See differences highlighted

File Preview#

Supported Previews#

Preview Controls#

┌─────────────────────────────────────────────────┐
│ report.pdf                           [Download] │
├─────────────────────────────────────────────────┤
│                                                 │
│           [Document Preview Area]               │
│                                                 │
├─────────────────────────────────────────────────┤
│ [◄] Page 1 of 10 [►]     [- Zoom +]  [⛶ Full]  │
└─────────────────────────────────────────────────┘

Image Preview#

For images, additional features:

• Zoom - Scroll to zoom in/out
• Pan - Click and drag to move
• Rotate - Rotate image
• Info - View dimensions, format

Sharing Files#

Internal Sharing#

Share with workspace members:

1. Select file(s)
2. Click Share
3. Search for team members
4. Set permission level
5. Add optional message
6. Click Share

Permission Levels#

Share Links#

Create shareable links:

1. Right-click file
2. Select Get Link
3. Configure options:
   • Expiration date
   • Password protection
   • Download allowed
4. Copy and share link

Revoking Access#

Remove someone's access:

1. Open file details
2. Go to Sharing tab
3. Find the person
4. Click Remove Access

Advanced Search#

Search Syntax#

Combining Filters#

Combine multiple filters:

type:pdf tag:final modified:this-month

This finds PDFs tagged "final" modified this month.

Saved Searches#

Save frequent searches:

1. Enter search query
2. Click Save Search
3. Name your search
4. Access from sidebar

Folders#

Creating Folders#

1. Click New Folder
2. Enter name
3. Select location (optional)
4. Set permissions (optional)
5. Click Create

Folder Settings#

Each folder has settings:

Folder Templates#

Create folder structures:

1. Go to Settings > DataFort > Templates
2. Click Create Template
3. Define folder structure
4. Save template
5. Use when creating new folders

Tags#

Creating Tags#

1. Go to Settings > DataFort > Tags
2. Click Create Tag
3. Enter name and color
4. Click Save

Managing Tags#

Tag Best Practices#

• Use consistent naming
• Limit tag count (avoid tag sprawl)
• Use colors meaningfully
• Create tag guidelines for team

Storage Management#

Checking Storage Usage#

View storage in Settings > DataFort > Storage:

Storage Usage
─────────────────────────────────
Used: 1.5 GB / 8 GB
█████████░░░░░░░░░░░ 19%

By Type:
├── Documents: 800 MB (53%)
├── Images: 400 MB (27%)
├── Videos: 200 MB (13%)
└── Other: 100 MB (7%)

Freeing Space#

1. Delete unused files - Remove what you don't need
2. Empty trash - Permanently delete trashed files
3. Compress files - ZIP large files
4. Archive old files - Move to external storage

Storage Alerts#

Get notified when storage is running low:

1. Go to Settings > Notifications
2. Enable Storage alerts
3. Set threshold (e.g., 90%)

Keyboard Shortcuts#

Troubleshooting#

Upload Failures#

File too large:

• Check file size limit
• Compress if possible

Format not supported:

• Verify file type is allowed
• Contact admin for restrictions

Network error:

• Check internet connection
• Try again later

Preview Not Loading#

1. Check file isn't corrupted
2. Try downloading and opening locally
3. Clear browser cache
4. Try different browser

Missing Files#

1. Check Trash folder
2. Search by name
3. Check permissions
4. Ask file owner

Next Steps#

• DataFort Overview - Return to overview
• Team Chat - Share files in conversations