In this article
The File Manager is an area on the server where Forsta Plus users can be allocated their own domains in which they can store smaller files, for example image files, to be used in surveys or reports. Files stored in the File Manager are always available to the user, and this avoids the problem of, for example, a logo suddenly no longer being visible in a survey because a link has changed.
The File Manager window can be opened from the sidebar in the Design tab. Additionally, it can be opened when:
editing any text field within a survey question (go to Adding Images into the Text for more information). You can also insert an image into the question text from here.
using images as the answer options instead of text (go to Images as Answers for more information).
The file manager can be used to:
Create, delete, and rename folders. A folder can be created from the top-level (root) folder and a single level of sub-folder.
Upload and delete files
View and download files, individually or in bulk
Copy and move existing files between folders
Copy the URL of a file to the clipboard
If accessing the File Manager from within a text field in a survey question, you can also insert an image into the question text. In this case, click the File Selector button.
To open the File Manager, choose the File Manager icon from the sidebar in the Design tab. There are two main views for the File Manager: Grid view and List view. The view can be changed by using the Grid/List view buttons ( and
) on the toolbar towards to the top-right of the File Manager.
Figure 1 - Comparison between Grid and List views
The two views are similar but offer a different emphasis on what is shown. In Grid view, the emphasis is on large thumbnails for each of the files, whereas the List view provides an emphasis on the file attributes (such as type, size and creation date). In List view, the columns can be sorted by clicking on the column headers. In Grid view, sorting can be performed by using the Sort By button in the toolbar (also available in List view).
Whichever view is used, the basic layout is the same with three primary areas:
Figure 2 - The File Manager Window in Grid View
Folder tree – The folder tree on the left of the window shows the folders which hold files. Within the folders (under the root folder), a single depth of sub-folders is also permitted. This pane can be resized by dragging it wider or narrower.
Content pane – The middle section of the File Manager shows the content of the selected folder in the folder tree. What is shown is determined by whether you are viewing in Grid or List view, but in both cases as a minimum, the filename, a thumbnail and an overflow menu for each item is shown.
Details pane – On the right is the file details pane. This shows additional information about a selected file in the content pane. Information includes a larger thumbnail, the type of file, its file size, dimensions (if a graphic), the date created, and the ability to copy the URL of the file to the clipboard. The details pane can closed using the
icon in the top-right of the pane, and re-opened by clicking the
icon on the top-right of the screen.
Note: Image dimensions may not be shown for files that were uploaded some time ago (this information was not originally stored for older images).
At the top of the File Manager is the Toolbar with a series of buttons:
New Folder – Creates a New Folder at the current folder level selected in the folder tree.
Upload File – Allows you to upload a new file to the currently selected folder.
Sort By – Allows sorting of the file list in the content pane by name, type, size or date created. The sort order can also be selected as ascending or descending. You can also sort if viewing in List view by clicking the relevant column header.
(Grid View) – Shows the content pane in grid view where large thumbnails are used to display each file.
(List View) – Shows the content pane as a list, with name, type, size and date created columns.
Many file operations are performed using over-flow menus () within the file tree or content pane. Clicking on an over-flow icon next to a folder name in the folder tree displays additional operations:
Figure 3 - The Folder Tree Pane Overflow Menu
- Open folder. Opens the selected folder and shows the content in the content pane on the right. Clicking on the folder name performs the same function.
- Create folder. Creates a new folder within the selected folder. Sub-folders can only be one-deep, that is, you cannot create sub-folders within sub-folders.
- Upload file to.... Allows you to upload a file directly into the selected folder.
- Rename folder. Renames the selected folder. Note that folder names must be unique.
- Download folder. Downloads a zip file containing the entire content of the selected folder to your computer.
- Delete folder. Deletes the selected folder and the contents.
Clicking on an over-flow icon next to a file in the content pane displays additional operations for the file:
Figure 4 - The Content Pane Overflow Menu
- Copy URL. Copies the URL of the file into the clipboard. This allows the assets' path to be directly pasted elsewhere in the survey.
- Move to. Allows you to move the selected file to a different folder. Note that a move command can have implications elsewhere if the file is referenced to the current location.
- Copy to. Allows you to create a copy of the file in a different folder.
- Open in new tab. Opens the selected file in a new browser tab.
- Download. Downloads a copy of the single file onto your computer. Note that it is possible to download more than one selected file at a time. Refer to the Downloading Files section below.
- Delete. Allows you to delete the file asset from the File Manager.
Uploading a File to The File Manager
There are two methods to display the File Manager in order to upload a file: either whilst editing the text in a survey question, or by using the File Manager button in the sidebar whilst in the Design tab.
If you want to upload a file into the File Manager whilst editing text in a survey question:
Click into a text field to open the Text Formatting toolbar, then click the File Selector
tool to open the File Manager overlay.
Browse to and open the destination folder into which you wish to upload the file. In the upper-right corner of the overlay click Upload File. The Upload File overlay opens. Proceed to step 3 below.
Or, if you are wanting to upload a file into the File Manager directly:
With the Design tab open, click on the File Manager icon on the sidebar. The File Manager window opens.
-
Either:
Browse to and open the folder into which you wish to upload the file in the Folder Tree. Then, in the upper-right corner of the window, click Upload File, or
Click on the overflow menu icon on the right of the folder you wish to upload the file to. Then, select Upload file to....
If you wish to automatically overwrite any existing files that have the same filename as you are uploading now (without needing to confirm the replacement individually), select the Replace files with the same names checkbox.
Drag one or more files from your file explorer to the Drop Files Here field in the overlay, or click Browse and navigate to the location of the file(s) to upload, select the file(s) and click Open. Files are immediately uploaded.
If any of the files already exist in the destination folder and you have not selected to replace files with the same names (step 4 above) you must click the Replace button for each file to overwrite the existing file. A thumbnail view of the existing a new image is displayed to aid your decision. If you do not click the Replace button, the existing file will not be overwritten.
On completion click Close.
Figure 5 - The File Manager Sidebar Icon
Figure 6 - The Upload fileoverlay
The file(s) is added to the selected folder. You can now use the file in your survey.
Downloading Files from the File Manager
There are three ways to download files from the File Manager to your computer.
Downloading a single file using the content pane
When you select a folder from the folder tree on the left, the contents of that folder are shown in the content pane. To download a file:
Locate the file you wish to download and click on the overflow icon.
Select the Download option from the pop-up overlay.
The file is downloaded to your computer.
Downloading multiple files using the content pane
When you select a folder from the folder tree on the left, the contents of that folder are shown in the content pane. To download one or multiple files:
Locate each of the files you wish to download, and select the file by checking the box in the top-left corner of the thumbnail.
Click the Download button at the top of the content pane.
The selected files are compressed into a single zip file and downloaded to your computer with the filename, FileLibraryDownload.zip.
Figure 8 - Selecting multiple files
Downloading the content of a folder using the folder tree
The entire contents of a folder, or sub-folder can be downloaded to your computer using the overflow icon in the folder tree:
Locate the folder you wish to download in the folder tree.
Click the overflow icon next to the name of the folder you wish to download, and select the Download folder option.
The selected folder is compressed into a single zip file and downloaded to your computer with the filename, FileLibraryDownload.zip.
Figure 9 - Downloading the contents of a folder
Copying and Moving files
Single or multiple files can be copied or moved from one folder to another from within the File Manager. Whilst individual or groups of files can be copied and moved, it is not possible to move folders.
Note: Moving files will change the URL of the associated file(s) being moved. To avoid broken links if these URLs are already being referenced in surveys or reports, the links to the moved files must be updated manually after moving.
Copying or Moving a file from one folder to another
To copy or move a single file from one folder to another folder (or sub-folder):
Locate a single file and click on the overflow icon for that file. Select Copy to or Move to as appropriate.
An overlay appears allowing you to select the destination folder that file should be to copied or moved. Select the folder and click the Copy Here or Move Here button to confirm the operation.
The file is copied or moved to the new location.
Figure 10 - Copying or Moving files
Copying or Moving multiple files from one folder to another
To copy or move multiple files from one folder to another folder (or sub-folder):
Locate the files within the folder to be copied or moved by checking the box in the top-left corner of each thumbnail.
Click the Move To or Copy To buttons at the top of the content pane.
An overlay appears allowing you to select the destination folder that the files should be copied or moved. Select the folder and click the Copy Here or Move Here button to confirm the operation.
The files are copied or moved to the new location.
Figure 11 - Selecting multiple files to be moved/copied
Searching for Files or Folders
The search feature helps you quickly find files or folders in the File Library. To search the entire library, select the root folder (the company name at the top of the folder tree). To narrow your search, select a specific folder first.
Search results appear automatically when you type two or more characters into the search field. Matching files are shown in the grid view.
Click a file in the grid view to open its details pane. Here, you can view the file’s properties and see the folder path where it’s stored. The folder path is a clickable link, select it to go directly to that folder. This will also clear your search.