Managing community files

Use the Files app to work with the files that members have uploaded and shared with your community.

Before you begin

To select the file that you want to work with, click the file name in the Files app to access options for working with the file.

The Files app on the community's Overview page displays only the most recent file updates for the community. If you do not see the file that you want to work with displayed in the app, click Files in the navigation pane to access a full list of the files associated with the community.

About this task

When working with community files, members can indicate to other members that they like a file, upload new versions of files, and edit a files name and description, depending on their level of access to the file. Members can follow files so that they receive an email whenever that file is modified. Community owners, member editors, and users who have uploaded files can delete versions of the uploaded file and restore any version of the file.

Procedure

You can perform the following tasks when working with community files.
  • To indicate to other members that you like a file:
    1. Select the file that you like.
    2. Click Like. If you change your mind click Undo.
      The number of people that like a file displays next to the like icon Like icon.
      Tip: If a file is liked by other members, you can hover over the like icon Like icon to see who else likes the file.
  • To upload a new version of a file:
    Note: To perform this action, you must be a community owner, a member editor, or the user who uploaded the original file.
    1. Select the file, and click More > Upload New Version.
    2. Click Browse to locate the file that you want to upload.
    3. Enter a concise description of your changes in the Change summary field, and click Upload.
  • To update a file's name or description:
    Note: To perform this action, you must be a community owner, a member editor, or the user who uploaded the original file.
    1. Select the file for which you want to update the properties, and click More > More Actions > Edit Properties.
    2. Make the required changes, and click Save.
  • To receive email notifications when changes are made to a file, click the file that you want to receive notifications about, and click More > More Actions > Follow.
  • To stop receiving updates about a file, select the file that you want to stop following, and click More > More Actions > Stop Following.
  • To comment on a file:
    1. Click the file you want to comment on, scroll to the section or page you want to comment on.
    2. Eenter your comment in the Comments field and click Post.
  • To delete a file select More > More Actions > Move to Trash > OK
    Note: When trash functionality is enabled and a community member removes a file from a community, the file is moved to the trash rather than being permanently deleted. The file remains in the trash view until a community owner either restores it to the community or permanently deletes it from the system. For more information, see Managing deleted files.
    Notes:
    • To delete a community file, you must be a community owner or the person who uploaded the file.
    • You can only delete files that are community-owned, that is, files that have been uploaded to a community. You cannot delete files that have been shared with a community.
  • To lock a file to prevent others from editing it:
    Note: All community members can lock community files that are community-owned. To lock files that were shared with a community, you must be an owner or an editor of those files.
    1. Click the file and then click More Actions > Lock File.
    2. To unlock the file, click More Actions > Unlock File.
  • To move files from one folder to another:
    1. Select the file you want to move, and select More > Move to....
    2. Select the folder you want to move the file to in the Move to... window and click Move.
    3. Alternatively, you can select multiple files or folders and drag them to another folder in the community navigation bar. You can drag and drop personal files and folders, or community files and folders, as long as you have Edit rights.
  • To convert externally-shared files external user icon so that they can no longer be shared with people outside of your organization.
    1. Click the file and then click Change > Make Internal.