File Storage

File Storage

Files can be stored in several places within Janitorial Manager.  Setting up folders and assigning users can help keep information organized, accessible, and secure.

Creating Folders	File Restrictions
Folder Users	File Associations
Adding Files
Editing & Deleting Files

Creating Folders 

1. Go to Tools > File Storage.
   
2. Click + Add Folder.
3. Fill in the required information:
   • Name - The name of the folder.
   • Description - A short description of the folder.
   • Folder Type - Public or Private.

     • Public - Public folders are visible to all users.  By default, all users can download and add items from within the folder, but cannot edit or delete them.

     • Private - Private folders are only visible to those given Read, Write, or Delete access.

4. Click Save to add the folder.

Folder Users

1. Click the Edit Pencil in the Action column for the desired folder.
2. Open the Folder Users subtab.
3. To adjust a user's access, click + Assign in the Actions column.
4. Enable/disable checkboxes to adjust the user's access.
   • Read Access - Users with this access can download files within a folder.
   • Write Access - Users with this access can edit file items and associations within a folder.
   • Delete Access - Users with this access can delete files within a folder.
5. Click Save to confirm changes.

Adding Files

Files can be added at the Folder, Customer, Location, or Employee level.

Folder Level

1. Go to Tools > File Storage.
2. Open the Files subtab and click + Add File.
3. Fill in the information. Required fields are marked with an asterisk (*).
   • File Category* - Internal or External.  
     • Internal - Allows the file to be added as Instructional Media, or only accessible from the web portal.
     • External - Allows the file to be accessible by scanning a generated QR Code.
   • File Name* - The name of the file. If Instructional Media, this will be visible on JM Connect.
   • File Description* - A short description of the file/media.
   • Folder* - The assigned folder.
   • Files Tags* - Any tags relevant to the file.
   • Upload File/Media URL* - Files can be uploaded or directed to with a link.
   • Generate Public QR Code - If External, this will generate a QR Code that can be scanned using a mobile device to access the file.

Customer Level

1. Go to Customers > Manage Customers.
2. Click the File icon in the Actions column for the desired customer.
3. Click + Add File.
4. Fill in the information and click Save.

Location Level

1. Navigate to Customers > Manage Locations.
2. Click the Edit Pencil for the desired location.
3. Open the File subtab.
4. Click + Add File.
5. Fill in the information and click Save.

Employee Level

1. Navigate to Employees > Manage Employees.
2. Select the Edit Pencil for the desired employee.
3. Open the Files subtab.
4. Click + Add File.
5. Fill in the information and click Save.

Editing & Deleting Files

Files cannot be edited after they've been added.

Deleting a file is permanent and cannot be undone.

File Restrictions

External Files

No file size or type restrictions.

Internal Files (not Instructional Media)

No file size or type restrictions.

Internal Files (Instructional Media)

Accepted image file types include GIF, PNG, JPEG, JPG, and HEIC. All video file types are accepted.
Maximum file size: 10MB.

File Associations

Users must have Write access to use File Associations.

1. Navigate to Tools > File Storage.
2. Select the Files subtab.
3. In the Action column, select the File Associations icon. 
   
4. In the Association dropdown menu, choose between Customer, Location, or Employee.
   
5. Clicking the + Assign button adds the file directly to the Employee's, Customer's, or Location's File tab.

For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.