File Sorting, Searching, and Comments

File Sorting

You can sort your files in a number of ways to allow you to see and find files more easily. Files have information displayed in five separate columns as shown in blue lettering at the top of the file listing:

Name: Self-explanatory, this is the name of the file.

Last Modified: The date for which the file was last modified. The Last Modified date is added/updated when a file is: a) first uploaded, b) overwritten by a file of the same name, c) moved to a new location, d) copied to a new location (the original file will retain its current Last Modified date while the copied file will get a current date), or e) renamed.

Modified By: This is the username of the person who last modified the file.

Size: The size of the file in kilobytes (KB), megabytes (MB) or terabytes (TB).

By clicking on any of the column names at the top of the file listing you can sort the files and folders in the current workspace/folder by the information in the column. By clicking the column name a second time you can toggle the sort order between ascending and descending. A small arrow will appear next to the column name to indicate if the information is being sorted in an ascending fashion (up arrow) or descending (down arrow).

 

Searching

There are two different types of search; "This Location" and "Advanced Search".

 

Search in this Location

At the top of the file listing there is a search field labeled with "Search in this Location" with a black Search button to the right of it. Entering search criteria in this field will search for files only within this location; it will not search within folders or other workspaces. Text entered in this field will search on the name of each file. To use:

1. Click the Search in this Location input field.
2. Begin typing your search term. A live dropdown appears immediately, showing file names that match your text within the current location.
3. Select a result from the dropdown to navigate directly to that file, or click the Search button to the right of the field to filter the full listing.

For example, typing “manual” in the location search field will instantly surface “Shop Manual.pdf” if it exists in the current workspace, without needing to scroll through all files.

 

Search All

The Search All bar is located in the page header and is visible on every page. Depending on the user type, it is labeled either “Search All Files, Users, and Workspaces” (for Admins, Super Users, and Sub-admins) or "Search All Files" for regular users. This searches the entire site, not just the current location.

To use:

1. Click the Search All Files, Users, and Workspaces input field in the header.
2. Type your search term. A dropdown panel appears with results organized into three columns: Files, Users, and Workspaces (or Files only for users). Each file result shows the file name and the workspace it belongs to.
3. Click any result to immediately download it, or click the icons below to (from left to right): jump to location; download; send; delete. Note: depending on permissions given to the user, some of these icons may not appear. Alternatively, click See All Results at the bottom of the dropdown to open the full Search Results page.

The full Search Results page displays results in a sortable table with Name, Size, Last Modified, and Modified By columns. Each result also shows its workspace/folder location. For Admins, Super Users, and Sub-admin, use the tabs on the left — File Results, User Results, and Workspace Results—to switch between categories. A Clear Results button lets you reset the search.

Alternatively, you can click the gray down arrow to the right of the Search All field to open the Advanced Search Options, allowing you to search for files (only) based on specific criteria, such as size, file type, date uploaded, etc.

Comments

Comments can be added to files to share information with other users. In addition to just adding a comment you can select other users of the workspace to receive an email notification about the comments if it's important they see it.

Below each file and folder name is a blue comments icon followed by a number in parentheses. This number represents how many comments have been added to the file. To add a comment, click on the comments icon or number. This will open the Comments window, providing a field in which to write your comment and displaying all of the previously posted comments below, in chronological order. If you wish any member of the workspace to receive an email notification about the comment you're adding, type @ and the beginning of a username to email the comment to that user. Type @ALL to email this comment to all users in the current location. When finished, click the Add Comment button.

NOTE: Once you add a comment you cannot edit or delete it, so be sure to review it before adding. If you need for a comment to be deleted you must contact a site administrator.