File Management

    File Management

    Document Version: 1.0

    Prepared by: System Administration Team

    Application: UIS Workspace

    Access Level: Administrator and Authorized Users

    Purpose: Define the standard process for file management operations within UIS Workspace.

    1. Scope

    This document applies to the following activities:

    • Folder creation
    • File upload
    • File download
    • File modification
    • File sharing
    • File deletion
    • File restoration
    • Version management
    • File tagging
    • Favorites management
    • Activity monitoring

    2. Responsibilities

    Role

    Responsibility

    Administrator

    Manage policies and permissions

    Team leader

    Approve access requests

    User

    Follow organizational guidelines

    3. Accessing the File Management Module

    Procedure

    1. Open the UIS Workspace portal.
    2. Enter your credentials.
    3. Select Log in.
    4. Open the Files application.

    Navigation path

    Dashboard → Files

    4. Creating a Folder

    Procedure

    1. Select + New.
    2. Select New folder.
    3. Enter the folder name.
    4. Select Create.

    Naming convention

    Category

    Example

    Department

    Finance

    5. Uploading Files

    Procedure

    1. Open the destination folder.
    2. Select + New.
    3. Select Upload file.
    4. Locate the file.
    5. Select Open.
    6. Wait for the upload process to complete.

    6. Downloading Files

    Procedure

    1. Locate the required file.
    2. Select the options menu.
    3. Select Download.

    7. Renaming Files

    Procedure

    1. Locate the file.
    2. Select the menu button.
    3. Select Rename.
    4. Save the changes.

    8. Moving Files

    Procedure

    1. Locate the file.
    2. Select Move.
    3. Choose the destination folder.
    4. Confirm the action.

    9. Deleting Files

    Procedure

    1. Locate the required file.
    2. Select Delete.
    3. Confirm the operation.

    Important note

    Deleted files are transferred to the recycle bin.

    10. Restoring Deleted Files

    Procedure

    1. Open Deleted files.
    2. Locate the required file.
    3. Select Restore.
    4. Confirm successful restoration.

    11. Sharing Files

    Internal sharing procedure

    1. Open the sharing panel.
    2. Search for the user or group.
    3. Assign permissions.
    4. Save the changes.

    External sharing procedure

    1. Open the sharing panel.
    2. Create a public link.
    3. Configure the following:
    1. Save the changes.

    12. Managing File Versions

    Procedure

    1. Open the details section.
    2. Select Versions.
    3. Review the available versions.
    4. Restore the required version.

    13. Managing Favorites

    Procedure

    1. Locate the file.
    2. Select the star icon.
    3. Verify the file appears in the Favorites section.

    14. Applying Tags

    Procedure

    1. Open the file details section.
    2. Select Tags.
    3. Create or assign the required tag.

    15. Monitoring Activities

    Procedure

    1. Open the Activity application.
    2. Review the activity log.
    3. Verify all actions.

    16. Security Guidelines

    Users must comply with the following requirements:

    • Use strong passwords.
    • Enable multi-factor authentication (MFA).
    • Avoid sharing confidential information publicly.
    • Verify all external sharing links.
    • Delete unnecessary files.
    • Lock devices when not in use.

    End of document

    Published