# 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.

| If you need to… | Go to |
|---|---|
| Open the shared file area | [Find and navigate library contents](#find-and-navigate-library-contents) |
| Create a library, folder, or file | [Create and maintain libraries and files](#create-and-maintain-libraries-and-files) |
| Set permissions for a new library | [Set library roles](#set-library-roles) |
| Fix a validation or duplicate-name message | [When a file operation goes wrong](#when-a-file-operation-goes-wrong) |
| Link a file with a sales job | [Continue with linked files](#continue-with-linked-files) and [Sales job activities and files](sales-job-activities-and-files.md) |

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.

![The Libraries page with the main toolbar and the current location](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/31717ee2268eae6666d17cb905f059ca.png)

## Before you start

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

| Before you choose an action | What to check |
|---|---|
| Use the Libraries surface | The Libraries subscription is included. Otherwise the page shows the subscription-upgrade surface. |
| Create a folder or upload | Open a location other than the root or the default library. |
| Open **Settings** | Select a non-default library. |
| Work with a file | In list view, select a row whose type is **File**. |
| Rename an item | Select a **Folder** or **Library** row. |
| Delete an item | In list view, select the row. |

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:

| Header | Use it to identify |
|---|---|
| **Name** | The library, folder, or file name |
| **Type** | Whether the row is a library, folder, or file |
| Size (B) | The file size when the value is shown |
| **Tags** | Links associated with the file |
| **Modified** | The date shown for the item |

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.

![The Libraries arrival view with the current location and toolbar](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/b6d56156ce3ca7ebb99a4fe06302a26c.png)

**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.

| If you need to… | Select |
|---|---|
| Open a file | **Open** |
| Change a file name, links, or comments | **Add/Remove tags** or the edit action in **Settings** |
| Download a file | **Download** |
| Rename a folder or library | **Rename** |
| Remove a row | **Delete** |

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.

| If you need to… | Select |
|---|---|
| Retrieve older cloud files | **Get old cloud** |
| Reload the current contents | **Refresh** |

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

![The New Library dialog with Library name and Roles](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/de01aebd235265bd3565fb2e99ae64a8.png)

## 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.

| Message | When to correct it | What to do |
|---|---|---|
| `This Field Is Required` | A required library, folder, or file-name field is empty. | Enter a value in the field marked as required. |
| `Just '_'‘-''.' And '&' Characters Accepted` | A library, folder, or file name contains an unsupported character. | Edit the name to use only the accepted characters. |
| `Library Name Already Exists` | The library name already exists in the current list. | Enter a different library name. |
| `Folder Name Already Exists` | The folder name already exists in the current list. | Enter a different folder name. |
| `Please Select a file to Upload` | No file was selected for upload. | Select **Browse** and choose a file. |
| `File Nmae is Required` | The upload file name is empty. | Enter a value in **File Name**. |
| `File already Exist` | The file name already exists in the current list. | Enter a different file name. |
| `File Title is Used` | The edited title is already used by another item. | Enter a different title. |
| `Data Saved Successfully` | A library, folder, uploaded file, or edited file was saved. | Continue with the updated item in the current Libraries location. |
| `Data Deleted Successfully` | A file, folder, or library was deleted. | Continue with the refreshed Libraries contents. |
| `Your request was completed successfully` | The operation finished without an error. | Continue with the next Libraries action. |

## 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](sales-job-activities-and-files.md) 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](sales-job-activities-and-files.md).

## 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.