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Folders

Access Level

All users. Note however some permissions are controlled by your group administrator(s).

Overview

Folders Interface

The Folders page is the full-featured file manager for your group's storage. Use it to upload, organize, rename, move, and delete files and folders. For read-only assessment, news and profile picture browsing, see Media.

Capabilities:

  • Create folders and subfolders
  • Upload single or multiple files
  • Rename files and folders
  • Move items between folders
  • Generate secure, time-limited share links
  • Download files (and folders if ZIP download is enabled)
  • Delete files and folders

Permissions:

  • Access varies by role and subgroup.
  • Owners can manage all content; Users typically manage their own uploads.

Understanding Folder Access

Access to folders is controlled by your user role and group membership. Different roles have different permissions.

Access by Role

User

  • Can access and upload to their own personal user folder (User/{your username})
  • Cannot create or delete folders outside their personal folder
  • Cannot delete files outside their personal folder
  • Can only see files they created in their personal folder

Viewer

  • Can access personal user folder (if enabled)
  • Can view and download files from subgroup folders if assigned to those subgroups
  • Cannot upload to subgroup folders
  • Cannot create or delete folders

Reviewer

  • Can access personal user folder (if enabled)
  • Can view and download files from subgroup folders they are assigned to (read-only)
  • Cannot upload to group or subgroup folders
  • Cannot create or delete folders

Files Manager

  • Can access personal user folder (if enabled)
  • Can view, upload, and download files from all group and subgroup folders
  • Can create, rename, move, and delete folders
  • Can delete files
  • Can generate share links for any file

Owner

  • Full access to all folders in the group and subgroups
  • Can create folders at any level
  • Can delete folders and files at any level
  • Can move files between folders
  • Can generate share links for any file
  • Unrestricted file management

Special Folders

Your group may have special folders depending on configuration:

User Folder:

  • Located at the root level: User/{username}
  • Your personal storage space (if enabled by the group)
  • Only you can upload and delete files here
  • Others cannot access your personal folder

Subgroups Folder:

  • Shows team, regional, or division subfolders (if enabled)
  • Access depends on your subgroup membership
  • Viewers and Reviewers can view these folders (read-only)
  • Files Managers and Owners can upload, delete, and manage files

Permissions and Actions

Action User Viewer Reviewer Files Manager Owner
View files Own folder only Subgroups Subgroups All folders All folders
Upload files Personal folder No No All folders All folders
Create folders No No No Yes Yes
Delete files Own folder No No Yes Yes
Delete folders No No No Yes Yes
Move files Within personal No No All folders All folders
Share files No No No Yes Yes
Rename files Own folder No No Yes Yes
  • Shows the current path, e.g., Home > Documents > 2024 > Reports.
  • Click any level to jump there.
  • Use Up to go one level up; Home to return to root.

Toolbar

  • New Folder: Create a folder in the current path.
  • Upload Files: Choose files or drag-and-drop into the grid.
  • Refresh: Reload the current folder view.
  • Download Selected: Download selected files; folders may download as ZIP (if enabled).
  • Share: Create a temporary share link for the selected file.
  • Rename: Rename the selected file or folder.
  • Move: Move selected items to a different folder.
  • Delete: Permanently delete selected items.

File Grid

  • Columns: Select, Type, Name, Size, Modified, Actions.
  • Sort by clicking column headers; folders typically list before files.
  • Right-click an item for a context menu (Open, Download, Rename, Move, Delete, Properties).
  • Double-click a folder to open it.
  • Use breadcrumb segments to jump to any level.
  • Use the browser Back button to return while preserving selection state.

Typical structure:

Home/
├── assessments/
│   ├── 2024/
│   │   └── 12/
│   ├── 2025/
│   │   └── 12/
│   └── 2026/
│       └── 01/
├── news/
│   └── attachments/
└── profile/

Creating Folders

New Folder Creation

  1. Navigate to the desired parent folder.
  2. Click New Folder.
  3. Enter a name (avoid / \ : * ? " < > |).
  4. Click Create.

Results: The folder is created in the current location. You may automatically navigate into it depending on configuration.

Naming tips:

  • ✅ 2025-Season-Reports, Training Materials
  • ❌ Reports/2025, Data:Files, very long names

Uploading Files

Upload Button

Upload Files Dialog

  1. Navigate to the destination folder.
  2. Click Upload Files.
  3. Select one or multiple files.
  4. Click Upload.

Drag-and-Drop

  • Drag files from your computer into the grid to upload.

During upload:

  • A progress bar shows overall and per-file progress.
  • Large files may take longer; Wi-Fi recommended.

Limits and requirements:

  • Typical per-file limit: 10-50 MB (varies by group).
  • Allowed types: Most standard document, image, video, and archive formats.
  • Blocked types: Executables (.exe), certain scripts, or flagged files.

If a name collision occurs:

  • Choose Overwrite, Keep Both (auto-renamed), or Skip.

Managing Files

Rename

  1. Select a file/folder.
  2. Click Rename.
  3. Edit the name (keep extensions unchanged), then save.

Download

  • Select a file and click Download.
  • For multiple files, use Download Selected; may create a ZIP.

Properties

  • Open the context menu → Properties to view size, type, dates, uploaded-by, and (if applicable) share link status.

Share links provide temporary access to a single file without requiring MOS login.

  1. Select one file and click Share.
  2. Choose expiration: 1, 7, or 30 days.
  3. Generate and copy the link.
  4. Send via email or message.

Security:

  • Links are hard to guess and expire automatically.
  • Revocation may require an Owner to intervene.

Best practices:

  • ✅ Use the shortest expiration required.
  • ❌ Avoid posting links publicly.

Deleting Items

Delete Confirmation Dialog

  1. Select one or more files/folders.
  2. Click Delete.
  3. Confirm the permanent deletion.

Deleting folders removes all contents recursively. Consider downloading an archive first if needed.

Moving Files and Folders

  1. Select items and click Move.
  2. Choose the destination in the folder tree.
  3. Click Move Here.

Notes:

  • You cannot move a folder into itself or its descendants.
  • Conflicts prompt for overwrite, skip, or rename.

Best Practices

  • Plan a clear and consistent folder structure.
  • Use meaningful file names with dates or versions.
  • Archive older content to reduce clutter.
  • Prefer share links over email attachments.

Troubleshooting

  • Upload fails: Check size/type limits, try smaller batches, or a different browser; contact an Owner if storage is full.
  • Missing files: Refresh, verify path, clear filters, or confirm permissions.
  • Share link issues: Ensure it hasn’t expired and the file wasn’t moved/deleted.
  • Permission denied: Ask an Owner to adjust your access.

Tips

  • ✅ Organise by season, project, or assessment.
  • ✅ Use breadcrumbs to jump quickly.
  • ✅ Clean up duplicates and old versions regularly.