Libraries

Libraries at a glance

Libraries is the shared file area for organizing libraries, folders, and files in the Data area. Open it when you need to keep files available for reuse or connect a file with a related record.

The main toolbar provides New Library, the icon-only Switch View, Refresh, and Settings controls. The page also provides Get old cloud. Select Get old cloud to retrieve older cloud files.

Before you start

Libraries actions depend on your subscription, the location you have opened, and the kind of item you select.

The page opens at the root location. Open a library or folder before working with an item in list view. Select the item after its contents appear.

Find and navigate library contents

Use this procedure to open Libraries, search tile contents, switch between views, and move through the folders and files shown in the current location.

Prerequisites

• You have access to the Libraries area.
• You know whether you are looking for a library, folder, or file.

Steps

1. Open Libraries from the Data area.
2. Read the current location from the active breadcrumb heading.
3. Enter a search term in the search field with the placeholder Keyword to Search....
4. Select the icon-only Switch View control to change between the two content views.
5. Select Refresh to reload the current contents.
6. Select the displayed name of a library or folder to open it.
7. In list view, use the headers to identify each row.

The list view uses these columns:

Library, folder, and file names appear in the current content area. When you first open the page, the current location and toolbar can appear without labelled fields or column headings.

Result: The Libraries contents for the selected location are on screen in tile or list view, and you can distinguish each library, folder, or file from its displayed type and name.

Create and maintain libraries and files

Use the operation that matches the item you need to create or maintain. Each operation starts from the current Libraries location.

Create a library

Prerequisites

• You are at the root location, where New Library is available.

Steps

1. Select New Library.
2. In the dialog titled New Library, enter the library name in Library name.
3. Review the permissions in Roles.
4. Select OK.

Result: The new library is processed with the name and roles you entered.

Create a folder

Prerequisites

• You are inside a non-default library location.

Steps

1. Select New Folder.
2. Enter the folder name in the text field with the placeholder Enter Folder Name...

Result: The folder name is entered in the open form for the current library location.

Upload a file

Prerequisites

• You are inside a non-default library location.
• You have the file ready to upload.

Steps

1. Select Upload.
2. Select Browse and choose the file.
3. Enter the file's name in File Name.
4. Select Links when the file belongs with a related record.
5. Select the related record from the target list.
6. Select Link.
7. Enter a note in Comment when you need to retain context with the file.
8. Select Add.

Result: The upload form contains the selected file, name, links, and comments.

Edit, open, download, rename, or delete an item

Prerequisites

• The item is present in the current list view.
• You know whether the selected row is a file, folder, or library.

Steps

1. Select the item's action button.
2. Choose one action from the table.

3. Complete the fields shown for the selected action.

Result: The selected item's form or action menu remains on screen with the information you entered.

The form can contain a name field, Links, and Comment. After you choose a link type, a second list appears for the related record. Use the exact message shown on screen if the operation stops.

Refresh or retrieve older cloud files

Prerequisites

• The Libraries subscription is included.

Steps

1. Choose the toolbar action that matches what you need.

Result: The requested toolbar action is started and the Libraries surface remains available for the next operation.

Set library roles

Roles are the permission choices shown while you create a library. They control which library actions are presented to each role.

Prerequisites

• You are at the root Libraries location.

Steps

1. Select New Library from the root Libraries location.
2. Read the role permissions in Roles.
3. Use the role grid to review Roles name, View, New folder, Edit, Delete, Upload, and Download.
4. Select OK when you finish reviewing the roles.

Result: The role permissions for the new library are on screen, ready for OK.

When a file operation goes wrong

Use the message on screen to locate the correction.

Continue with linked files

Link a file to a related record when the file needs to be found from that record as well as from Libraries. The selected-file details area can show links to clients, employees, jobs, projects, users, vendors, tasks, activities, invoices, and payments.

Prerequisites

• A file is selected.
• The link form is available for the selected file.

Steps

1. Select Links.
2. Choose the link type.
3. Choose the related record from the target list.
4. Select Link.
5. Continue in Sales job activities and files when the linked file belongs to a sales job.

Result: The file's selected-file details can show the related record, and sales-job file work continues on Sales job activities and files.

Out of scope

The Export modal markup is declared, but its opener is commented out. Do not document Export as a visible Libraries toolbar action.