Work with Your Files and Folders

You can organize and work with any kind of file that’s allowed by your service administrator (the person in charge of managing Oracle Content and Experience). You can upload and download documents, video files, pictures and graphics—all the files you might need for your projects.

Although not discussed in this topic, you can also upload templates and other files needed for your websites. This includes the digital assets, such as pictures or videos, that you might need on your website. Those are managed using the digital asset manager. You can also create content items, which are blocks of content based on a content type created by your administrator.

This topic discusses the following areas:

Change Your View of the Documents Page

You can change your view of the Documents page to suit your needs.

Task Description
Filter your view of files and folders To filter what you see, click the Documents menu. You can view all items, items owned by you, shared items, favorites, or items in your Trash folder.
Sort your files and folders To sort your file and folder list, click the sort option (Name or Last Updated) at the top right corner of the file list.
Change the view of your files and folders You can view your files and folders in a list view, a grid view, or a table view. To change the view, click View menu icon, and select the view you want.

Folder Actions

The following table lists common actions you can perform on folders from the menu bar or right-click menu. Depending on how wide your browser window is, the menu bar may not show all menu options. If you don't see an option when you select an item, click More in the menu bar to see the hidden options.

Note:

If your assigned user role doesn't let you do a particular task, or if you can't perform a task for some other reason, the menu option won't be available.
Task Description
Create a new folder Browse to where you want to create a new folder, click Create, then select Folder. Add a name and, optionally, a description.
Open a folder Select a folder, then click Open.
Share a folder Select a folder, then click Share Link. You can set whether the link is public or for members only, permissions for the link, and other settings. You can also share a folder by clicking Share icon next to the folder.
View or edit the members of a folder Select a folder, then click Members.
Copy or move folders Select one or more folders, then click Copy or Move.

If you copy a folder to the same location, the copy is renamed with a number added to the name. For example, Sales(2).

Delete folders Select one or more folders, then click Delete.

If you delete a folder, it's moved to your cloud Trash folder, just like on your local computer. If you change your mind, go to the Trash folder and restore the deleted item. To check your Trash, in the Documents menu, click Trash.

Deleted items stay in the Trash until one of the following events happens:

  • You permanently delete them.
  • Your Trash quota is reached.
  • The Trash is automatically cleared out according to the schedule set by your service administrator, the person in charge of managing the service for your organization.
Rename a folder Select the folder to rename, then click Rename.
Tag a folder Select one or more folders, then click Tags. Tagging an item is similar to adding a keyword for the item, letting you group items later for use or for searching.
View folder properties Select a folder, then click Properties.
Change folder ownership You can transfer ownership of a folder to another person. When you do, the folder and its content will be added to the quota of the person assuming new ownership. To change the folder owner, select the folder, click Properties, click Change Owner, then select the name of the new owner from the list. Add an optional message to be sent to the new owner or use the default message as given.
Change folder sharing settings You can control sharing settings such as whether people can create public links to the folder and the default role assigned for public links. To change sharing settings, select the folder, click Properties, click the Sharing tab, then edit the settings.
Add a folder to your favorites To add a folder to your favorites, click Favorite icon. To view your favorites, in the Documents menu, click Favorites.

File Actions

The following table lists common actions you can perform on files from the menu bar or right-click menu. Depending on how wide your browser window is, the menu bar may not show all menu options. If you don't see an option when you select an item, click More in the menu bar to see the hidden options.

Note:

If your assigned user role doesn't let you do a particular task, or if you can't perform a task for some other reason, the menu option won't be available.
Task Description
Upload a file Browse to where you want to upload the file, click Upload, then select the file from your computer.
Create a new Microsoft Office file Browse to where you want to create a new file, click Create, then select the type of Microsoft Office file you want to create.
View a file Select a file, then click View.

If you selected a Microsoft Office file and your system administrator has enabled Microsoft Office Online integration, you can view the file in Office Online by clicking View in [Office] Online (for example, "View in Word Online"). You can instead see what the file looks like in the web client by clicking Web Preview.

Edit a file Select a file, then click Edit. The desktop client opens the file in the associated program on your computer. If you haven't already installed the desktop client, you'll be prompted to do so.

If you selected a Microsoft Office file and your system administrator has enabled Microsoft Office Online integration, you can edit the file in Office Online by clicking Edit in [Office] Online (for example, "Edit in Word Online"). You can instead edit the file in the desktop client by clicking Edit in [Office] (desktop).

Download a file Select a file, click Download, then select where on your computer you want to store the file. You can also download a file by clicking Download icon next to the file.
Reserve a file You can reserve a file so no one else can edit the file. To reserve a file, select it, then click Reserve. When you're done with the file, you can clear your reservation.
Share a file Select a file, then click Share Link. You can set whether the link is public or for members only, permissions for the link, and other settings. You can also share a file by clicking Share icon next to the file.
Add a file to Assets Select one or more files, click Add to Assets, then select the repository you want to store the asset in.
Copy or move files Select one or more files, then click Copy or Move.

If you copy a file to the same location, the copy is renamed with a number added to the name. For example, Sales Report(2).doc.

Delete files Select one or more files, then click Delete.

If you delete a file, it's moved to your cloud Trash folder, just like on your local computer. If you change your mind, go to the Trash folder and restore the deleted item. To check your Trash, in the Documents menu, click Trash.

Deleted items stay in the Trash until one of the following events happens:

  • You permanently delete them.
  • Your Trash quota is reached.
  • The Trash is automatically cleared out according to the schedule set by your service administrator, the person in charge of managing the service for your organization.
Upload a new version of a file Select a file, click Upload New Version, then select the new version from your computer.
View and manage file version history To view the history of a file, select it, then click Version History. When viewing a file, you can click the version number next to the file name to see the version history.

To make a previous version the current version, on the Version History tab, click Make Current for the version you want to use as the current version.

You can also delete previous versions or download older versions by clicking Delete or Download.

Rename a file Select the file to rename, then click Rename.

You can’t change a file extension.

Tag a file Select one or more files, then click Tags. Tagging an item is similar to adding a keyword for the item, letting you group items later for use or for searching.
View file properties Select a file, then click Properties.
View file access history To view who has accessed a file, select the file, click Properties, then click the Access History tab.
Add a file to your favorites To add a file to your favorites, click Favorite icon. To view your favorites, in the Documents menu, click Favorites.

File and Folder Icons

Icon Description
Folder icon A plain folder indicates one of your personal folders.
Shared folder icon A folder with a shared icon indicates that you shared the folder or someone else has shared a folder with you.
Various file icons File icons show the file extension.
Conversation icon The conversation icon shows that there’s a conversation started for that item.
Reserved file icon The reserved file icon shows that a file is reserved and locked.
Download file icon Click the download icon to download a file.
Share icon Click the share icon to share a file or folder with other people.
Favorite icon Click the favorite icon to add the file or folder to your favorites.

Storage Quota

Your service administrator is in charge of allocating your storage quota. To see how much storage space you have:

  • In your web browser, click your user name and then click Preferences. Select Documents from the Preferences menu.
  • On your mobile device, tap the Settings icon to open your settings information.

You can see the maximum storage space that you've been given and the space you've used so far. Your Trash counts against your user quota. For example, if you have 1 GB of files stored and 1 GB of files in your trash and your overall quota is 5 GB, then you have 3 GB remaining.

If you share a folder and people add files to it, those files count against your quota because it is your folder. If someone shares a folder with you, the content of that folder does not count against your quota. If you need more storage space than you currently have, contact your service administrator.