Working with Folders and Files

Working with Folders and Files

Once you have clicked on a vault name, the files and folders page presents the vault folder structure and indicates where files and data have been stored in the vault. In the following sections the words “File(s)” and “Document(s)” are used interchangeably.

The folder structure is shown in the left hand pane of the page. Where there is a number in a circle or a box following a folder name, this indicates the number of files or data records stored in that folder. The absence of a number means that particular folder does not contain any documents or files or data records. Hovering over a folder name provides information about the folder.

The right hand pane displays the name(s) of any files loaded in the folder that is selected, together with their size, file format, and the date they were uploaded. The columns in this pane can be sorted individually, by clicking on a required column heading to sort. Clicking on the same column heading a second time causes the column sequence to reverse. An arrow in the column heading indicates the direction of the sort. After making a selection of the sort sequence, this will be remembered when the system is accessed again.

For guidance relating to the storage and display of data records, please refer to the Safe4 Asset Register help pages.

The downward arrow to the right of the filename indicates that the file has been opened. Provider users will see this arrow if any user has opened the file; client vault users will only see the arrow if they have opened the file themselves.

Working with Folders

Buttons above the list of folders allow all of the folders to be expanded or collapsed:

Similarly to Windows Explorer, the right-facing triangular arrow to the left of a folder name will expand the folder to show subfolders that it contains. The folder can be collapsed by clicking the downward-facing arrow  after it has been expanded.

Managing the Folder Structure

Many Safe4 providers will create their desired folder structure and then lock it down so that they can standardise how the vault is used by all of their client users. However, Safe4 also allows authorised users to be given permission to create and manage their own folders.

Authorised users will see extra buttons across the top of the files and folders pane, which offer the options for “New”, “Folder Details” and “Delete” functions. The actions are self-explanatory, with dialogue boxes opening to undertake each specific action on the Folder structure. The use of the Permissions option is explained in the Safe4 Administration Guide.

• New: To create a new folder or subfolder, first select the folder where it is to be added (in the example above – “Legal”), or for a subfolder, select the folder under which it is to be added. Click on the “New” icon (resembling a star) and a “New Folder” window appears. Type in the new folder name and click “OK”. The page will refresh, with the new folder or subfolder appearing in alphabetical order within its parent folder. Otherwise, click “Cancel” to return to the files and folders page.
• Folder Details: To rename an existing folder, click on the folder and then click the “Folder Details” tab (resembling a standard Edit button) . This will offer the option of renaming the folder, or assigning security groups to the folder. In the new window make the changes to the folder name and click on “OK”. The folders and files page will refresh, showing the changes made to the folder name. Otherwise, click “Cancel” to leave this page and return to the files and folders page.
• Delete Folder: To delete a folder, first select the folder in the left-hand pane and click the “Delete” button (resembling a dustbin). A warning message will be displayed advising that any files in the folder will also be deleted. Note that if a folder contains subfolders, it cannot be deleted without first deleting or moving the subfolders. Please note that files contained within a folder that is being deleted cannot be retrieved. Files deleted in this way in error can potentially be recovered by Safe4 Information Management on request.
• Move Folder: As in Windows Explorer, Safe4 folders can be moved to another location by dragging and dropping. Clicking and holding the folder name will allow this to be done. Please note that a click-and-release action will simply select that folder and display its file contents. If the folder is dragged to another folder it should be released when the destination folder changes colour.  Folders containing only files can be dragged and dropped in this manner. Folders containing subfolders cannot be moved using drag-and-drop; their subfolders must be moved individually to another destination folder. A warning message will be displayed when drag-and-drop is used for folders.

Viewing Documents

To view or open a file shown within a folder, click on the filename itself. This will cause Safe4 to present the chosen file in a new tab within the web browser, or alternatively to download the file for viewing within the mother application. For image files (such as .PDF, .JPG, .TIF, etc) the file will be opened and shown in a separate tab inside the same browser window. For non-image files such as Microsoft Office documents, depending on the web browser being used and the settings that have been chosen for that browser, you may be offered the option to open or save the file.

In the example below, the user wishes to view the file “Health and Safety Law”.

After clicking on the filename, the file will be presented as an additional tab in the browser:

The file can remain open as long as you wish, even after the Safe4 session has been closed. When the file is to be closed, it should be closed by shutting the tab in which it appears; if the browser is closed, the Safe4 session will also be terminated.

Please note that viewing certain file types may be restricted by the absence of appropriate proprietary software on the client computer that is being used. Safe4 only provides inbuilt viewing capabilities for standard image formats, such as .PDF and .JPG.

Downloading Documents

If you wish to download single or multiple files, this can be achieved by using the check boxes to the left of the file icon in the right-hand pane of the Folders and Files page:

Individual or multiple files can be selecting by ticking the box alongside the file icon. All of the files will be selected by ticking the top box. Clicking again will deselect the file(s) chosen.

After the selected files have been checked, you may download them by clicking the “Download” button at the top of the file list. The selected files will be placed into a ZIP (compressed) file, and given the name of the first file chosen. Safe4 will then place the resultant ZIP file in the Downloads folder on the client computer being used. Different browsers may perform this function in different ways, so it may be necessary to respond to on-screen prompts.

Email User

Safe4 also provides a facility to send an email message to another user about a file or files contained within the system. Using the check-boxes as described above, click on the “Email User” button after selecting the required file or files.

The check-box alongside the user’s name in the message dialog window can be used to select the required user. An email notification will be sent to the recorded email address, with the message typed into the box on the message page. More detail is given on this function in the Administration – Folder Management section of this guide.

The text typed into the box above is treated as secure by Safe4. It will only be visible after the addressee has been authenticated by entering username and password, and 2FA if required.

Delete Multiple Files

Multiple files may be chosen for deletion by clicking the check-box next to the chosen files, and by clicking the dustbin icon above the file list:

Files that have been selected by using the check-boxes will be deleted. A warning will be provided before deletion takes place, to which you must respond.

File History

Provider users will be able to view all activity for a given file by clicking the icon to the right of the filename:

This will display a list of actions that have been carried out on the file:

Please note that client vault users will only be able to view a list of actions that they have carried out themselves.

Rename File

Should it be necessary to rename a file, the appropriate icon to the right of the filename should be clicked:

This will open a window displaying the current filename. This may be altered as required:

After editing, the “OK” button will confirm the change, or the action can be cancelled.

Delete Single File

Individual files can be deleted by selecting the dustbin icon to the right of the filename:

A warning will be provided before the file is deleted, to which you must respond.

Show Deleted Files

In the event that files have been deleted in error, they can be restored using the “Show Deleted Files” button:

This will provide a list of files that have been deleted within the last 15 days:

The recently-deleted files are shown in a shaded area at the bottom of the active file list. The icons to the right of the filename allow the file details to be shown, or the file to be restored or permanently deleted. After 15 days deleted files will be permanently removed from the system automatically in any event.

Searching for Folders or Files

If you know the name of an existing file, but are not sure of its folder location within the Safe4 vault, or if the folder structure or number of documents in the vault is extensive, the search function can be used to locate folders and files quickly.

On the Files and Folders page, parts of words or numbers can be entered into the Search box towards the top right of the page, with no need to worry about case sensitivity. A minimum of 3 characters is needed to execute a search. Click on the “Search” button. The system will then search for that combination of words and / or numbers and return matching folder and file names from the Vault.

In this example, the search term “addition” is being used. After the search button has been clicked, the results window will appear:

The search term, “addition”, has been found in a single filename. The filenames shown are active links, and can be clicked to go directly to the required file or folder. If a folder name is chosen, that folder will appear as having been selected in the shaded area behind the results window. When the search window is closed, the required folder will be selected and opened.