Documentation

How to attach & reorder files

How to attach & reorder files on a page

Use these instructions to attach files and change the order they appear in on a page. Uploading files to your intranet is quick and easy. You can use various sort options for reordering files and attach as many files to a page as you need to.

On most pages, attached files appear below the page content, and above page comments. File listings show a file type icon or thumbnail image, file title, last updater, time of last update, file size and some other details if there are only a few files on the page. To the right of the file title is a download icon.6.5User7913DownloadIcon2.png On the far right is a down arrow that you can click for a list of file actions. You can sort files by type, title, date created, last updater, or size.

Click "Add file" at bottom of page

  • Step 1: Click "Add file" at the bottom left below the page content (but above any comments or existing files). This brings up the "Add file" pop-up box.
    • If you want to add a file to a folder, first click on the folder to select it, then click "Add file".
6.5User7913AddFile.png
  • Step 2: Click "Browse" to locate files on your computer.
6.5User7913BrowseFiles.png
  • Step 3: Select the file(s) you want to upload and click "Open" in the file browsing window. Your files will appear at the bottom of the page.
When using Internet Explorer you can only upload one file at a time. When using other browsers, to select multiple consecutive files hold down SHIFT while clicking on the files. To select multiple non-consecutive files, hold down CTRL while clicking on the files.

For more information on files and folders, see how to create and manage folders.

Sort files in different ways

6.5User7913SortType.pngClick "Sorted by [current sort]" at the top right of the list of files to open a menu of sort options. Click on the sort option you want and the files will automatically re-sort.
 
Available sort options are:
  • file type
  • file title
  • date created
  • last updater's name
  • file size
All sort options are available in standard and reverse orders.

To learn how to reorder images on a gallery page, see how to add a photo gallery.

Move a file

Use these instructions to move a file to a different page, or into a folder. These instructions also work for moving a folder to a new location.
  • Step 1: Navigate to the page the file is on.
  • Step 2: Click the down arrow on the far right of the file name to open the dropdown menu.
6.5USer7913MoveFile.png
  • Step 3: Click "Move" in the dropdown menu. The "Move" dialog box will open.
6.5User7913MoveDialog.png
  • Step 4: Click the triangle to the left of any page to show or hide its subpages and folders. Click on any page or folder listed in the pop-up to move your file there.
  • Step 5: Click "Save changes". The page you are on will refresh with the file moved to its new location.

View file preview

When you click on a file title, a file preview window is opened. (If not, see the next paragraph!) In the window you see a small preview of the file contents for Word, PDF, PowerPoint and image files, and any comments that have been made on the file. If the file has more than one page, arrows appear at the bottom of the file preview so you can navigate between pages. You can download the file, or open it for editing, right from the file preview window.

6.5User7913FilePreview.png

Your intranet administrator has the option to make clicking on the file title result in downloading the file instead of opening a preview window. If this is the case on your intranet, you can access the file preview by going to the individual file page. To do this, navigate to the page the file is attached to. Click the down arrow to the right of the file name, click "View file page", and, once the page has loaded, click the icon to the right of the file title.

Add a photo from your iPhone

You can add a photo from your iPhone as an attachment to any page on your intranet that allows files and that you have permission to edit. This lets you update your colleagues on the go about what's happening on a business trip or at a company event. The photo will appear as an attached file on the page, not in the main content of the page. When you add a photo from your iPhone on to a gallery page, it automatically appears as a photo in the gallery.
  • Step 1: On your iPhone, navigate to the page where you want to add a photo.
  • Step 2: Click "Add photo" on the right side below the page content, but above any existing files or photos.
  • Step 3: Choose from the options to "Take photo" then and there, or "Choose existing" from photos already on your phone.
  • Step 4a: If you selected "Take photo": Take the photo, then select "Retake" to take another photo, or "Use photo" to upload the photo you took.
  • Step 4b: If you selected "Choose existing: Browse your Camera Roll or Photo Stream and tap on the photo you want to start uploading it.
  • Step 5: It may take a few moments for your photo to upload. A round ticker at the top of the page shows your photo is still uploading. When it has finished uploading, the photo will appear at the bottom of the page, below any existing files or photos.

Hot intranet tips!

Drag-and-drop to attach files

Use simple drag-and-drop to attach files to an intranet page - you don't even have to click "Add file"! This feature works best when you are working with two computer screens simultaneously. Note that this feature is not available when using Internet Explorer.
  • Step 1: Navigate to the intranet page to which you want to attach the file.
  • Step 2: Click and drag the file from your desktop or file browsing window and hover over the intranet page you want to attach it to.
6.5User7913FileDragAndDrop.png
  • Step 3: The "Add file" pop-up will appear automatically. Hover over the "Drop files here to add" section, and when the word "Move" appears beside your cursor, let go of the file (unclick). The file will upload to the page automatically.

Follow files to be notified of changes

If you want to be notified when a file is updated, or a file page is changed, follow the file. To follow a file, click the down triangle on the right of a file listing, and click "Follow" in the menu that opens. Or, click "Follow" in the Share Bar on the file page. When you follow a file, you'll receive in-app notifications when changes are made to the file or file page. Depending on your profile settings, you may also receive email notifications. Learn more about following and notifications.

Name files for maximum findability through search

People are much more likely to search on the intranet than on shared/network drives. This means a file's title is very important because people need to recognize the file without the context of folder names. Try to name files clearly so people will recognize them in search results.

Example:
  • Do: "Memo on 2011 Social Intranet Summit lunch options" or "Report on ThoughtFarmer webinar demographics, Q2 FY 11"
  • Don't: "Lunch_memo" or "Q2 demographics"
  • The worst: "Mtg_TF"