Add files to content
The easiest way to add files to your intranet is to attach them when creating a piece of content. You have several options to choose from depending on the file storage integration you're using with Simpplr. For example, Google Drive files can be added to content if the site is connected to Google Drive and the user has their account connected.
Note:
If your org doesn't wish to upload files natively on Simpplr or connect one of our integrations, you can always hyperlink the source of your file(s) to pieces of content or feed posts. We see customers do this often due to security concerns. For more information, check out this article.You can also upload files from your computer (if the App manager has set up the appropriate permissions). Uploading a file from your computer to a piece of content automatically adds it to that site's file library. The file is also now searchable for anyone who has site access.
When searching for files or attachments to add from your intranet, your search results will include content you have access to.
View files
To view the files linked to your Simpplr site, go to Files from the site dashboard.
In Files, you’ll see your site’s folders. Click a folder to view its files. If you’ve integrated file storage software, the folders you linked will also be listed here. If you've uploaded a file directly to a piece of content, it will be stored in the applicable site's Content files folder.
Note:
Image files uploaded to Simpplr do not appear in search results.
Add files to feed posts
Via File Manager, any integrated files accessible to the user can be added to feed posts (excluding the file's shortcuts) from within the linked folder.
Remove and delete files
You can remove files by going to the content the file was originally linked to and clicking the X next to the file. You can also remove it from the list of files in the site where it's housed by clicking the dropdown menu, then Remove.
Or you can click Delete file from the Files tab in the site. Only the individual who first uploaded the file can delete it completely from the Simpplr database (more on this below). Removing a file does not permanently remove the file from the Simpplr database. It only removes it from the location you initially updated it to. For example, if you upload a file to the Human Resources site and attach it to a piece of content within the HR site, then also upload the file to the IT site, the file exists within the Simpplr database (Salesforce), and is housed in both those sites. Removing the file from the content published in the HR site does not remove it from the site; only the content. It also does not remove the file from the IT site. The file will still be searchable within Simpplr. The only way to completely remove the file from the database is to delete it.
Deleting a file completely removes it from all locations where it's housed in Simpplr because you're removing it from the database entirely.
Who can delete files and who can remove them?
The original uploader of the file can always delete a file they uploaded from the upload location, regardless of their permission level in Simpplr. The System admin can also delete files uploaded by anyone via Salesforce.
A site member can delete a file they uploaded to a site or content. The Site owner/manager can remove a file that someone else uploaded to their site, but not delete it. End users cannot remove or delete files that someone else uploaded.
App managers only have the ability to remove files uploaded by someone else. They cannot delete them.
Link and create folders
If your site has integrated file storage, like OneDrive, you may see these options in the Files tab:
- Link OneDrive folder
- New folder
In the example shown above, clicking Link OneDrive folder will link a new folder from OneDrive to the site. You’ll be prompted to select the document library.
Clicking New folder will create a new OneDrive folder. This folder will be created directly in your OneDrive, not in Simpplr. You’ll be prompted to enter a folder name.
Note:
Only Site owners and managers can create new folders in the site root folder. Deleting files and folders must be done in directly in the integrated file storage, not in Simpplr.
Upload files
Under the site search bar, you’ll see the option to drop in files or Select from your computer. Here, you can drop files you’d like to upload to the site.
If you click Select from your computer, you’ll be prompted to search your computer for the file you want, and click Open to upload.
We recommend uploading files to your site before uploading them directly to content. That way you can have more control over the folder structure. By default, any file that gets uploaded to content must live in the system-generated Content files folder. This cannot be changed. If you create a folder structure, you can add your files to those folders, then link them to the content you're creating.
File options
Under Options, each file has a dropdown. Here you can interact with the file in several different ways, like downloading the file, sharing it, or (if applicable) viewing the file in its linked storage account.
Note:
If you click New version, it’s strongly recommended that you keep the same file type for the new version of the file. Changing the file type in a new version may alter the look and formatting of the file.You can also move files between linked folders. You’ll be prompted to give read/write access to the folder you’re moving.
File details screen
Clicking on a file in a post or in the Files tab of your site will bring you to the File details screen.
This screen gives you many of the same options as the Options dropdown in the Files tab. You can:
- Like the file
- Favorite it
- Share it
- You can share files with public and private sites. If you share a file to a private site, it will only be shared to the feed of that private site. If you share it with a public site, you’ll have three sharing options:
- Followers
- A user
- Another site
- (If applicable) view the file in its linked storage account
- Version history
- Add new version
- Download it
Note:
The share option in the file options menu and file details page will be hidden if feed mode is not set to Timeline, comments on content and feed posts.
Search for files
You can search for files using the search bar in the top left. Search results will include files contained in pages, files uploaded to a Simpplr site, and files linked to a Simpplr site from file storage.
Files in your feed
You can open and download files directly from pages in your feed, if the page has a file attached. If the file is linked to a storage account, like Google MyDrive, you’ll need to make sure that file storage software is connected to your account before you can access the file.
You’ll get results from all sites you have access to and can upload those files.
You can attach files from any file storage account integrated with your org.
Comments
If I enabled one drive integration for a site and if files are linked up with this one drive, would all site/content managers for that site be able to delete files from the one drive if they have access?
Hi Aileen. The short answer here is no. File permissions do not change from the source, i.e., One Drive once integrated with Simpplr. Check out our Sharepoint/OneDrive article for more info on this.
Is it possible to replace an existing file with a new version, if you're not the original uploader? The original uploader is no longer with our organization. I am a new App Manager.
Hi Smiranda. A System admin can delete the file from Salesforce, even if they're not the original uploader. No one else can permanently delete files.
Hello,
What is the difference between site files > site videos and site files > content files > videos?
Where does each pull the videos from?
Hi Aileen. The primary difference between all of these is really just a matter of where they're stored. All files uploaded to Simpplr natively (not through a 3rd party file storage integration) are hosted on your Salesforce instance. So if you upload a file to a piece of content, that gets uploaded to Salesforce. If you attach a file to a Feed post, again, uploaded to Salesforce. Feed, Content and Site files are all reflected at the site level in the Files tab of that particular site. Each time you upload a file to one of these locations for the first time, a new folder is created in the site Files tab, e.g., Content files, Feed files, etc.
So the only way that site files > site videos can be filled is if I manually upload a video to that folder, right?
You can upload a video file the same ways you upload any other accepted file type. The video can't be played in a feed post or piece of content, but you can upload and store the file via Files tab, feed post, or content, just like any other files.
Is there a size limit of file uploads?
Hi Molly. This Salesforce Help article goes into more information on file upload limits. https://help.salesforce.com/s/articleView?id=sf.overview_storage.htm&type=5
But for quick reference, file storage depends on the number of users in your org. You will receive double the GB in storage of the amount of users, so:
-If there are 500 users, you can have 500x2=1000GB
-There is a 1GB max size per file if you are uploading a file
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