You can add files to the File Manager through the Dashboard, or within an editing session via tools that require files such as the Document Library or Image tool. When accessing the File Manager in an editing session, a pop-up window will appear to provide you with a 'light version' of the File Manager, to maintain a smooth editing experience.

To upload a file to the File Manager through the Dashboard:

1. Navigate to the Files area from the Dashboard Panel
2. Click the 'Upload File' link in the upper-right of the File Manager.
3. Navigate to the location of the file(s) on your computer, select the target files and click 'Open'. A progress bar will appear to indicate the status of the file upload.
4. When prompted, select the relevant File Set from the list and click 'Save'. You will only be able to select from the File Sets you have been given access rights to.
5. Once finished, you will be shown a success prompt displaying the details of the uploaded files. After closing this window, the files will appear in the File Manager.

To upload a file to the File Manager while in an editing session:

1. Click the 'Choose File' field in the Block Settings of the relevant tool to open the File Manager window.
2. Click the 'Upload File' link in the upper-right of the File Manager.
3. Navigate to the location of the file on your computer, select the target file and click 'Open'. Note you can only upload a single file while in edit mode.
4. When prompted, select the relevant File Set from the list and click 'Save'.
5. Once finished, you will be shown a success prompt displaying the details of the uploaded file. Click the green 'Choose File' button at the top of the window to add the file into the tool you are working with.

You can add the following file types to Social Pinpoint:

.flv, .jpg, .gif, .jpeg, .ico, .docx, .xla, .png, .psd, .swf, .doc, .txt, .xls, .xlsx, .csv, .pdf, .tiff, .rtf, .m4a, .mov, .wmv, .mpeg, .mpg, .wav, .3gp, .avi, .m4v, .mp4, .mp3, .qt, .ppt, .pptx, .geojson, .svg, .webm, .ogg, .ogv, .zip.

💡 User Tips

• Since you can only add one file at a time to the File Manager while in an editing session, it is more efficient to add your files via the Dashboard as you can upload multiple files at once. That way, when you go into your editing session, your files will already be there waiting for you.
• Hold the Ctrl/Command or Shift keys on your keyboards while selecting files from your computer to select more than one at a time.

Add a file from a URL

Files can be added directly to the File Manager from an external URL by clicking the 'More Options' link at the upper-right in the File Manager, next to the 'Upload Files' link, then click the 'Add remote file' option, and enter the URL of the file.

This function downloads the file from the URL directly into File Manager, saving your time by not having to first download it. However, please note this only creates a copy of the current file and is not a live link.

Please note, the ‘Add incoming’ option located in this section is an internal function and is not available to the User.

Files can be easily searched in the File Manager by entering a few words into the Keywords field and selecting the Search button, or pressing the Enter key. This will return a filtered list of files that match the keyword search value.

To remove the keyword search filter, remove any values in the keywords field and select the Search button, or press the Enter key.

Advanced search operations can be performed by selecting the Advanced Search link at the top right of the File Manager. This will add a customisable search filter, and allow Users to choose a field from the dropdown menu to select the desired value to filter on.

Search filters that can be applied in the File Manager are as follows:

• Added between - Date range within which a file is added. Users must select start and end dates.
• Added to page - The page a file has been added to. Users must choose a page from the Sitemap.
• Author - The User who added the file. Users must choose from a list of Authors.
• Duration - N/A
• Extension - The file type. Users must select the relevant file extension (e.g. .jpg, .gif, .doc, .pdf).
• Height - The height attribute of an image file. Users must select a pixel range.
• Project - All files associated with a File Set of a project. Users must select a project.
• Size - The size of the file in KB. Users must select a size range.
• Team - All files associated with a Team. Users must select a Team.
• Type - The general file type. Users must select a type (e.g. image, document, video, etc.)
• Width - The height attribute of an image file. Users must select a pixel range.

Users can add multiple search filters by selecting the Advanced Search function again. Where more than one filter is applied, the search results will reflect all of the conditions used in the filter query.

To remove a search filter, select the ‘Θ’ icon located to the right of the filter.

Files can also be sorted by selecting on the column heading of the files table. This will sort the files in ascending order (smallest to largest or ‘a-z’). Selecting the column heading a second time will sort the files in descending order (largest to smallest to or ‘z -a’). Selecting the column a third time will reset the order to its original position.

The properties of a file (e.g. meta-data about the file) can be viewed by selecting the file thumbnail in the File Manager and following the Properties link from the dropdown menu.

This will open a pop-up window containing three functions as follows:

• Details - Displays summary information about file properties including file ID, versions number, filename, file URL, file type, files size, date added, description, etc.
• Versions - Displays information about the version history of files including the filename, title, author and date added. New versions are created every time the ‘Replace’ function is used.
• Statistics - Displays information about file downloads including total number of downloads and a record of which Members downloaded the file and when.

💡 User Tip

The name of a file can be edited in the File Manager by opening the file’s properties and selecting the filename link from the ‘Details’ section.

Selecting the thumbnail of an image file and following the ‘View’ link from the dropdown menu will display the full-size image.

Files can be downloaded from the File Manager to the Users computer or device to perform additional analysis or backup files as required.

To download a file, select the the thumbnail of the target file in the File Manager and choose Download from the dropdown menu. This will download the file into the ‘downloads’ folder of the web browser.

Files can be removed from the File Manager if they are no longer needed. To delete a file:

1. Navigate to the File Manager area from the Dashboard Panel
2. Select the the thumbnail of the target file in the File Manager
3. Select Delete from the dropdown menu
4. Select the Delete button in the user prompt to confirm the action.

Files can be updated across a Site by using the File Manager’s Replace function. This replaces all instances of the file everywhere it is used, saving the User from having to individually re-link the file to every place it is used.

To replace a file:

1. Navigate to the File Manager area from the Dashboard Panel
2. Select the the thumbnail of the target file in the File Manager
3. Select Replace from the dropdown menu
4. Select Choose File from the replace window to open the User’s device file system
5. Choose the target file and select the Upload button. A user notification will be shown upon a successful replacement
6. Refresh the File Manager to see the changes take effect.

Each time the replace function is used, a new version of the file is created in the file properties. To view file versions, navigate to the file’s properties and select Versions. To revert to a previous version, select the radio button next to the target filename.

💡 User Tip

Replacing a file will maintain the total download count of the original file. This means replacing a file will continue to increment from the original download count allowing Users to track the total number of downloads across all versions.

Files can be copied within the File Manager. This can be useful prior to editing an image to ensure the original version remains intact.

To copy a file:

1. Navigate to the File Manager area from the Dashboard Panel
2. Select the the thumbnail of the target file in the File Manager
3. Select Copy from the dropdown menu
4. Refresh the File Manager to see the changes take effect
5. Rename the copied file to avoid confusion (optional).

File sets are folders where your files are grouped for organisation. File sets are automatically created when a new project is made.

Users are prompted to select a file set after uploading a file, the list will only include file sets they have access to.

📝 NOTE: Files that are only associated to the file set of a private project will only be visible by community members who have access to that private project.

To view or change the file set associated with a file:

1. Navigate to the File Manager area from the Dashboard Panel
2. Select the the thumbnail of the target file in the File Manager
3. Select Set from the dropdown menu
4. Find the relevant file set(s) and add a ✓ next to each File Set name (Users will only be able to view and select from file sets that are associated to projects they have been assigned to edit)
5. Select Save.

💡 User Tip

Files may belong to more than one File Set so avoid uploading the same file more than once to reduce your data storage requirements.

Site Administrators can view all file sets of a Site from the file sets view of the File Manager. To view all file sets of a Site as a Site Administrator:

1. Open the Dashboard Panel and select Files. Additional sub-items will appear under the Files link in the Dashboard Panel
2. Follow the File Sets link to go to the file sets view.
3. To view the contents in each file set, select on the relevant file set
4. Select the File in Set tab
5. All content within the file set will display in which Users can sort by column labels.

Alternatively, files in file sets can be viewed by using the Advanced Search in the File Manager through filtering by Projects.

Site Administrators also have the ability to manually add ‘non-project’ file sets to help them organise files used on a Site that are not used in projects (e.g. assets used on the Homepage or other Site Sub-pages).

To create a new file set as a Site Administrator:

1. Open the Dashboard Panel and select Files. Additional sub-items will appear under the Files link in the Dashboard Panel.
2. Follow the File Sets link to go to the file sets view
3. Select Add File Set in the upper right corner
4. Create a name for the file set
5. Select Add
6. File Sets page refreshes with confirmation message 'New file set added successfully'.

To save time in performing actions such as downloading, deleting, etc. within the File Manager, bulk operations can be performed simultaneously on multiple files.

To perform bulk operations select the ⬜ icon that appears in the first column of the files table to the left of all target files. Then select the Items selected link at the top left of the File Manager and choose from one of the following available options:

• Download - Downloads all selected files.
• Edit Properties - Allows Users to bulk edit the width and height attributes of image files.
• Sets - Bulk assigns files to nominated File Sets.
• Rescan - Rescans all files to address issues with changes to URLs. This function should only be run if issues are experienced.
• Storage Location - Function not available.
• Delete - Bulk deletes selected files.

Social Pinpoint has a built-in image editor that can be used to perform basic editing operations such as rotating, resizing and cropping.

To access the image editor, select the thumbnail image of the target image file in the File Manager and select the Edit link from the dropdown menu. This will open a new window with the image editor containing the following functions:

• Position: Including scale, rotate and crop.
• Filter: A range of colour filter effects.