Organizing Files: Getting Started Guide

Effective file organization is key to maximizing productivity and collaboration in Clear Ideas. This guide covers the essential techniques for organizing your content, from creating folder structures to sorting and numbering files.

Step-by-Step Guide

Create Folders

Initiate Folder Creation: Start by selecting the "New Folder" button on your site page. The button is typically located in the actions bar at the top of the content area.
Name Your Folder: Enter a descriptive name for the folder that clearly indicates its purpose or contents.
Nested Folders: Create folders within folders to build hierarchical structures. Simply navigate into a folder and create another folder inside it.
Best Practice: Use consistent naming conventions across your folders to make navigation intuitive for all users.

Upload Files

Upload Methods: Use the "Upload" button to add documents to your site. You have multiple options:
- Click "Upload" and select files from your computer
- Drag and drop files directly onto the Upload button
- Drag and drop files into any folder visible in your current view
Multiple Files: You can upload multiple files at once by selecting them all in the file picker or dragging multiple files.
Placement: Ensure each document is placed within the appropriate folder or location to support intuitive navigation.
Upload Progress: Watch the upload progress indicator to track file uploads. Files are automatically indexed after upload.

Sort Files

Switch to List View: Change to List View if not already enabled. List View provides better control over file sorting and organization.
Drag and Drop Sorting: Click and hold a file or folder, then drag it to your desired position within the current folder. This allows you to customize the order based on priority, relevance, or any other criteria.
Permissions: Sorting requires Editor role or higher. Viewers and Downloaders cannot reorder content.
Automatic Saving: The new order is automatically saved when you release the item. Your sorting preferences are preserved and visible to all site members.

Apply Numbering (Optional)

Enable Numbering: Navigate to Site Settings > Content Numbering to set up hierarchical numbering for your files and folders.
Numbering Formats: Choose from various numbering formats (e.g., 1, 2, 3 or 1.1, 1.2, 2.1) to match your organizational needs.
Hierarchical Structure: Numbering respects your folder hierarchy, automatically assigning numbers based on the folder structure.
Best Practice: Enable numbering before finalizing your content organization, as reordering after numbering is enabled may require adjustments.

Watermark PDFs (Optional)

Enable Watermark Feature: Navigate to Site Settings > Watermarks to apply watermarks to your PDF documents.
Security Benefits: Watermarks help protect your documents by displaying user information, timestamps, or custom text on downloaded PDFs.
Customize Watermarks: Choose the content and format for the watermark to suit your security policies and branding requirements.
User Information: Watermarks can include the viewer's name, email, access date, and other identifying information.

View Options

Clear Ideas offers different ways to view and organize your content:

List View:

Provides a detailed table view with columns for name, size, and update date
Best for sorting and organizing files
Shows file metadata and allows drag-and-drop reordering

Tiles View:

Displays files and folders as visual tiles or cards
Better for visual browsing and quick identification
Useful for sites with many visual documents

Switch between views using the view toggle buttons in the content area.

File Management Features

Move Files: Use the file action menu to move files between folders. This helps reorganize content without re-uploading.

Rename: Rename files and folders directly from the action menu to maintain clear naming conventions.

Delete: Remove files or folders you no longer need. Deletion requires appropriate permissions and may be restricted based on your role.

Bookmarks: Bookmark frequently accessed files for quick navigation from your bookmarks list.

Duplicate Files

By default, you can have multiple files or folders with the same name within each folder. Each file or folder is tracked independently in the Clear Ideas App. If numbering is enabled, they will each have a different number.

Organization Best Practices

Organize your content before sharing your site with users. Set up folders, upload files, sort them into the desired order, and enable numbering if needed. This ensures users see a well-organized structure from the start.

By following these steps, you can create a structured and secure digital workspace that supports efficient file management and enhances collaboration within the Clear Ideas App.