In Clevy OnDemand, you can easily manage files in a centralized way using the file manager.
The file manager will let you add any kind of file and media (pdf, videos, images, PPT, documents) you can sort in folders and use everywhere in Clevy OnDemand.
It is handy when you want the same file or image to be displayed in several articles and want to be able to update it once and from one place whenever it needs an update (from the file manager).
You can access your file manager from two different places:
Using the File Manager from the Setting Panel
Go to Main Menu>Settings>Files
When in the File Manager, you can either create Folders or Files.
1. Folders:
You can create as many folders and subfolders as you want. Folders are repository that contains one or groups of files. You can, for instance, create one folder by department using Clevy OnDemand (HR Folder, IT Folder...) or by division of your company (Sales, Marketing, Finance...).
💡 Pro Tip: The first view inside the file page is called Root. In this example, we start with two folders (HR Documents and IT Document) and one file (HR video) in our Root Folder. We then add one Subfolder (HR Document subfolder) in the "HR Documents" folder.
In Each Folder, you can create both subfolder and unitary files. You can do four actions with folders:
Add folder: Will create a folder where you are located (will create a subfolder if you are already inside a folder)
Move folder: Will let you move a folder (and all its subfolders) inside another folder.
Edit folder: Will let you change the name of the folder.
Delete folder: Will let you delete the folder.
⛔️ Deleting a Folder will delete all the files inside the folder.
2. Articles:
You can create as many files as needed in the file manager, within a limit of 250 Mo per file. You can do six actions with files:
Add file: Will let you add a file from your computer inside the folder you are in.
Rename file: Will let you modify the name of your file as displayed in the file manager.
Edit file: Edit will let you replace your file with another one or an updated file version without changing its name or URL. Suppose you have been using the file manager to attach a document in various articles (like an HR policy), and this document evolves over time (e.g., the policy changes every year). In that case, you will be able to edit the document once (in the file manager), and the change will automatically be available everywhere the file has been used.
Move file: Will let you move a file from one folder to another.
Delete file: Will let you delete a file. ⛔️ This action is permanent and will impact all the articles using that file.
Copy URL: Clevy's File Manager stores all your files in the cloud, meaning that we make them downloadable through our securely generated URLs. The option "Copy URL" will let you copy the download link of any file in your file manager and send it to anyone (via email, in articles, in your Inbox...)
💡 Pro Tip 1: When you move a folder into another folder, you might have to refresh your page (ctrl + R) to see the change.
💡 Pro Tip 2: You can only add files one by one.
Using the Files Manager in your Article editor
Go to Knowledge Base>Article>Add a new block>File