File Manager vs Document Library | Manage & Secure Files in Configio

File Manager and Document Library

Overview 

In Configio, there are two main ways to manage your company's files: through the File Manager and through the Document Library. If your goal is to create a shared drive of files, the File Manager may be your best option; but if your goal is to restrict access to files, users should use the Document Library.

File Manager

There are options throughout Configio to add images, videos, documents, and other files to Products, Theme Builder, and CMS. All of these files are accessible to the public and may be accessed via third-party web crawlers. Once the files are uploaded to the Product, Theme Builder, or CMS, they can later be accessed in the File Manager. 

Users may also choose to bulk upload files so they can be readily available to users for when they are creating Products. 

Important! If you do not want your files accessible to the public, it is important that they are not stored in the File Manager.

To access the File Manager, navigate to Settings>File Manager.

This will open the File Manager window, where you will be able to see all existing uploaded files.


These files can be organized into Folders using the Create button.

Users can upload files one at a time or bulk upload by selecting Upload. This will open their device's file explorer where they can search and select the desired files.

When one or more files are selected in the File Manager, the Manage option will appear. Here, you can cut, copy, or paste the files. You can also view, edit, rename, download, zip/unzip, or remove the images from the File Manager.

Important! If you rename files from the File Manager, the file path will be changed, which will result in a broken link or image.  If the file has been used elsewhere, you will need to use the renamed file to prevent broken links or images.  If a file is deleted from the File Manager, the file will no longer be accessible.

If there is a specific file a user is searching for, they can search the name of the file using the Filter field.


Document Library

If users want to grant access to files based on user permissions, this can be done in the Document Library. 

To access the Document Library, navigate to Settings>Document Library. This will open the Document Library module where you can add new files and edit existing ones.


To upload a new document, select + Document. This will open the New Document window where you will enter a Title for the document and upload the document from your device:


Once you have completed these steps, select Save to navigate to the Edit Document window where you can set up permission rules:


Here, you can choose to enable if this file is downloadable (if not selected, customers will be unable to download the file), if it is embedded in the webpage, add search tags to the file, and select which Membership Levels can access this file.

Important! If no Membership Levels are selected, the file will not be available to any user with Configio access.

Once all settings have been made, select Save to publish the file.

Granting Access to Files

If a customer has the selected Membership Level, then they will automatically be granted access to the Document. However, users can grant one-off access to customers. To do this, navigate to their Account in the Accounts module and select Documents under the Manage Account section:


Once selected, you will be presented with a check box to auto-grant the Account or Participant to all Document Library Files.

NOTE: if this option is selected, the customer will have access to all files in the Document Library, use this option with caution.


In addition, access to a Document Library file can be added via product assignment. 

Once a customer has purchased a product that has a Document Library file assignment(s) with Apply permissions, the customer will maintain access to the file(s) in their Document Library.

If a file is marked inactive in the Document Library, customers who have previously had access to the file will no longer be able to access the file from their Document Library.


Viewing Documents

Customers can view the Documents they have access to through the Customer Cart by selecting Account>Document Library:


Here, they can view and download (if enabled) files that they have been granted access to in the Document Library:


If you have questions regarding File Manager or Document Library, or which is the best option for your organization, reach out to Configio Support.


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