Folders and folder tree design are the bedrock of the most successful collaborations and the most ingenious workflows. As your folder tree evolves, it becomes your organization's campus in the cloud, offering your team everything from way-finding, access and convenience, security, process and procedure, collaboration, to warehousing, automation, and compliance.
Your site might have just a few folders, or you might have thousands, multiple levels deep.
On the Files.com platform, folders are more than just containers to hold files and other folders. With folder settings and behaviors, a folder can be anything from a programmable workflow assistant to a high volume web server. Combine folder settings with the robust permissions and security model baked into Files.com, and you have a security-minded, highly capable platform ready to support the most demanding teams on a global scale.
Review the summaries below to see what your folders can do, and remember, every folder you create on your Files.com site has all of these capabilities! The possibilities are truly endless!
Append timestamps to files
Use this setting to automatically append timestamps to the names of files uploaded into this folder. The simple interface allows you to specify how date and time information is appended to your file names. Chosen settings will also apply to all of this folder's sub-folders.
Automatically create new user folders here when users are created
This setting helps you automate user provisioning. Use the options in this setting to automatically create a subfolder here for each new user, along with the selected permissions. You can even limit this behavior by group membership so that users in different groups are automatically provisioned in different parent folders.
Site administrators often use this to give users a "Home" folder or create folders that apply to specific workflows. You can create as many of these as you need.
Use this setting to set a custom logo to appear in the web interface when inside this folder. When you use your site-wide branding tools to establish a neutral/flexible color scheme, you can use folder branding to accommodate many different looks for logos, giving your users, vendors, and customers a personalized experience when they log in.
Use any standard image file formats. We recommend an image at least 500px wide.
Keep your teams informed! This setting allows you to configure email notices sent to users and/or groups whenever files are added to this folder. You can add more than one notification to any folder, and you can specify for each notification whether it should trigger only on uploads or also on copies and moves.
You can also set the notification interval to pace and digest the email messages according to your needs.
You can optionally configure this setting to exclude files uploaded by the user so that a user does not receive notifications for their own uploads.
This setting makes housecleaning much easier. Choose to have files in this folder automatically deleted a specified number of days after uploading, or not automatically deleted at all.
File expiration settings will apply to ALL uploads retroactively. This means if you have files older than the time frame you choose, those files will be deleted shortly after updating this setting. Chosen settings will override the expiration time frame set on the parent folder and will apply to all of this folder's sub-folders.
Note that the folders themselves will not be deleted, just the enclosed files.
This setting takes the worry out of file security. Automatically encrypt uploaded files with GPG/PGP encryption. Using keys that you control means that you have tight control over who can decrypt and view the file contents.
You can view the documentation for GPG Encryption here.
Visit this tutorial on generating GPG keys to learn how to generate and use GPG/PGP encryption keys.
Add an Inbox to allow visitors to upload files into this folder without logging in. This can be set to display on the login page and/or as a standalone page. Inboxes work exclusively through the web interface and expand your options for receiving files when you do not want to create a separate user account for each person or have a use case where those sending files to your site are not always known ahead of time.
You can view the documentation for Inboxes here.
Limit uploaded files to certain file extensions
This setting restricts uploaded files to specified file extensions. Your chosen settings will also apply to all of this folder's sub-folders. This setting's default is as a file extension whitelist. If you leave this setting blank, then all file extensions are allowed as uploads to this folder. If you enter one or more extensions, only files with those extensions will be allowed.
You can also toggle this setting to behave as a blacklist rather than a whitelist. Set it to blacklist mode and enter the extensions that you would like to prevent from being uploaded.
Limit uploaded files to regular expression
This setting limits uploaded filenames to a specified regular expression (e.g.
^[0-9].*$ will only allow filenames starting with a number). Your chosen settings will also apply to all of this folder's sub-folders.
When you have a workflow that requires both speed and accuracy of your staff users, and exists within the added complexity of a large folder tree, you can dramatically increase accuracy, making sure that the right files end up in the right folders, by setting regular expression rules to prevent files that do not fit the pattern from being uploaded.
With many available interfaces and with drag and drop convenience, it's possible that one of your users may inadvertently move a folder, drop it into another folder, or otherwise alter your file structure from what your workflow or team requires. Logging and interface flexibility make those mishaps easy to correct, but when you have a team relying on the integrity of your folder structure, you can take it a step further.
Use this setting to lock the folder structure from the present folder down through all subfolders. While file operations can continue as normal: uploading, downloading, moving, copying, and deleting, the folder structure can not be altered. Folders remain where they are, named as they are, including all subfolders.
This setting gives you the flexibility to lock some portions of your folder tree while leaving other portions unlocked.
Publicly serve (web hosting)
You also have the options to password protect your publicly-hosted folders and determine if an index page of enclosed files is displayed.
Leverage this feature to augment the capacity of your company's web site, or create special-purpose sites on the fly complete with secure backend processes to manage the content with your user and permissions models inherent in Files.com.
You can view the documentation for hosting files here.
Publish events to Amazon SNS topic
Amazon SNS (Simple Notification Service) allows you to notify users about file activity for potential follow-up actions. You will need your unique ARNs (Amazon Resource Names) to add a notification.
SNS allows you to automatically contact clients as well as endpoints with highly configured messages/requests. You can selectively trigger a notification on any file action that occurs in the folder.
For more detail on Amazon SNS, see Amazon's documentation here.
Remote server mount
You have an Internet-reachable directory or group of folders somewhere that you would like to appear as part of your Files.com site? You would like to configure a connection, mount that folder in your Files.com site, and use the security and management tools in Files.com to manage your users' access to that mount?
Boom! We've got you.
Use this folder setting in combination with the Remote Server Sync feature. This is the same remote server configuration feature that you use for the Sync feature described below.
Once you have your remote server defined and configured, you can view and interact with the files on your remote server through this folder just as if they were stored in your Files.com site!
Sync to/from remote server
Use this folder setting in combination with the Remote Server Sync feature. Once you have your remote servers defined and configured, you add the sync behavior to the folders where you want file and folders to synchronize.
You can set up push syncs, pull syncs, and two-way syncs between your Files.com folder and your remote server. Visit the documentation linked above for more details.
You can view the documentation for Remote Server Sync here.
Watermark image previews
This setting allows you to add watermarks to previews of image files uploaded to this folder. Upload the image that you would like to appear as the watermark, configure the transparency, size and alignment, and save. All previews generated for image files in this folder will now display your watermark!
This setting allows you to take advantage of our Webhook API. You can configure your folders to send webhooks triggered by any file operation and can customize the request beyond the URL by toggling the method to be either POST or GET, and by adding custom headers as well as the request body.
Webhooks deliver a collection of actionable information useful for any workflow and app. Visit the documentation for more detail.