centralises your important documents. Tourism operators can quickly access permits for guided tours or marketing brochures for accommodation packages, improving efficiency, guest communication and streamlined operations.
Accessing this feature
Go to Files
How to use it
Create a New Folder:
Go to the desired location within the "Files" section where you want to add a new folder.
Locate and click the New Folder button (a folder icon with a plus sign, or within a Create New dropdown menu).
A dialogue box will appear, prompting you to enter a name for the new folder.
Choose a clear, concise name that accurately reflects its contents.
Click Create or press Enter to finalise the folder creation.
Upload Files:
Open the folder where you intend to store your files.
Click the Upload button (an upward-pointing arrow).
A file explorer window will open.
Browse to the location of the files on your local device.
Select one or multiple files you wish to upload.
Click Open or Upload to transfer the selected files into the platform.
Alternatively, you can drag and drop files directly from your desktop into the open folder within the platform interface.
Move Files and Folders:
Locate the file or folder you wish to move.
Right-click on the item or select it and look for a Move or Organise option in the toolbar.
A navigation pane or dialogue box will appear, displaying your existing folder structure.
Browse to and select the destination folder where you want to relocate the item.
Confirm the move by clicking Move Here or Apply.
You can also drag and drop files or folders directly into another folder within the same view.
Rename Files and Folders:
Locate the file or folder you wish to rename.
Right-click on the item and select Rename, or select the item and click the Rename icon (a pencil or text box icon).
The existing name will become editable.
Type in the new name, ensuring it is descriptive and adheres to your organisation's naming conventions.
Press Enter or click outside the naming field to Save the changes.
Delete Files and Folders:
Locate the file or folder you wish to delete.
Right-click on the item and select Delete, or select the item and click the Delete icon (a rubbish bin icon).
A confirmation prompt will appear, asking you to verify the deletion. This is a critical step, as deleted items may be permanently removed or moved to a recycle bin with a limited retention period.
Confirm your decision to proceed with the deletion.
Search and Filter Files:
Use the search bar, located at the top of the "Files" section.
Enter keywords, file names, or specific terms to quickly locate relevant documents.
Apply filters (e.g., by file type, date modified, owner) to refine your search results and narrow down the displayed items.
Tips
Establish Consistent Naming Conventions: Implement clear, concise, and uniform naming conventions for all files and folders. This might include using dates (YYYY-MM-DD), project codes, version numbers (v1.0, v2.1), or author initials. Consistency ensures files are easy to identify and sort. Example: 2023-10-26_MarketingReport_Q4_v1.0.docx Example: ProjectX_Budget_FY24.xlsx
Create a Logical Folder Structure: Design a folder hierarchy that reflects your organisation's operational structure, projects, or common workflows. Avoid overly deep nesting (more than 3-4 levels) as it can make navigation cumbersome. Common structures include:
By Department: Marketing, Finance, Operations, Human Resources.
By Project: Project Alpha, Project Beta, Project Gamma.
By Date: Year > Month > Day (for frequently updated or time-sensitive content).
By Client/Partner: Dedicated folders for each external entity.
Regularly Review and Archive: Periodically review your file structure to identify outdated, redundant, or obsolete files. Move inactive projects or historical data to an "Archive" folder or designated archival storage to keep active workspaces clean and manageable. This prevents clutter and improves system performance.
Use Tags and Metadata: Beyond folder structures, use the platform's tagging and metadata capabilities. Assign relevant keywords, project names, content types, or status indicators to files. This allows for powerful cross-category searching and filtering, making files discoverable even if their folder location is not immediately obvious.
Avoid Duplication: Implement a policy to prevent multiple copies of the same file from existing in different locations. If a file needs to be referenced in multiple places, consider using a single master file and sharing links or creating shortcuts rather than duplicating the actual file.
Train your team: Ensure all staff understand and adhere to the established file management rules.
Regularly back up your files: Implement a backup strategy to protect against data loss.
Consider version control: For frequently updated documents, use version control to track changes and revert to previous versions if needed.
Use descriptive file names: Avoid generic names like "Document1.docx".
Need help?
For further assistance, contact us at [email protected]