How Do I Search the Files Module?

 

Tendenci's Files Module stores and organizes files on your website. These files can include documents like PDFs, Excel spreadsheets and word documents as well as image files. You can store committee and study group resources using the Files Module so everyone in your group can access and download them whenever they need them. 

Here are some tips to help with searching your files to find the document you need. ** Please Note that Super User access is required to access and manage the Files Module's admin console. This is to ensure your files are secure and private. 

1) Navigate to the Files Module Search page

You'll find the Files Module options under "Content" in your blue Top Bar menu. To access the main Files search page - click on the magnifying glass "search" icon or you can navigate to the module by going to www.yourwebsite.org/files in your web browser. Users and Staff who have been given advanced permissions to upload, delete, and/or manage files must navigate to the files module using their web browser and adding /files after your website url. 

spegcs-files-admin-bar.png

2) Navigate to the Admin side of the Files Module

You can get to the "Admin Backend" for your Files Module by navigating to: www.yoursite.org/admin/files/file/ or by going to the Admin Backend menu option listed in your blue Top Bar menu underneath "Quicklinks". Here's where you can perform batch jobs on multiple files and filter by active/inactive status and the owner of the file. Only Super Users can access this region of the website. 

admin-files-backend-filter-search.png

Search files in the Admin Backend based on the file owner, using the global search bar option, and by Active status. The owner of a file is the person who originally created it by uploading it to the website.

  • Click on an owner username in the Filter sidebar list underneath "By owner username" to view only files by that owner. 
  • Click on the global search bar to enter keywords and phrases that will match to your file's title as well as any text phrases or keywords contained in the file if it's a document or image with meta data.
  • Click on All, Yes, or No under the "By Active" in the Filter sidebar to view All files, or just those files that have Active status (Yes) or Inactive status (No)

3) Search Files on the Main Page

The main search page has options to help you find files using keywords, and filtering by User Group, Categories and Sub Categories. 

Here's a screenshot of what the main files search page typically will look like: 

search-files-page-view.png

Search (1) - click inside the search bar and type words or phrases related to the title of the file. If you're searching for a document, then the search will try to match text from your search with phrases in the documents also. 

Category and Sub Category (2) - Click to drop down options for either/both of these and you can search files that have been assigned a category or sub category when it was created. ** note only Super User's can add new Category and Sub Category types/labels. 

Group (3) - files that are attributed to a specific User Group, like a membership, study group, or committee, will be listed here when you click to dropdown the menu. Select a group and only files linked to that group will appear. 

Edit and Delete (4) - The file search lists files in order of most recent and most relevant to your search filters. From the search view, you can click to edit and delete files individually. 

Download Link (5) - Click on the file name to view the file on the website or click on the download link to download the file to your computer. 

4) Find Out the Most Viewed Files 

Tendenci keeps track of who is viewing files and you can find out which files are the most viewed on your site by going to the Files tab menu and clicking on "Most Viewed":

search-most-viewed-files-spegcs.png

Files Tab (6)  - a dropdown menu with specific options for the Files Module that shows the options you have access to based on your site permission levels. 

Most Viewed (7) - report that shows you a list of the most viewed files in order by the number of "clicks" to view them:

most-viewed-files.png

You can also click to view the file link, edit/delete files and see the created date and file type displayed on this report:

5) Use the File's Icon to Determine File Type

You'll see these (and possibly other) icons listed next to your files in search views. These icons represent certain types of files so you can see at a glance if something is an image, spreadsheet, document, or pdf. 

 --> spreadsheet file types will usually have this icon. examples are .CSV and Excel files

 --> MS Word and other word document types will have this icon. 

 --> PDF files will typically be represented by this icon.

 --> Image files will have this icon. examples would be .jpeg/jpg, .png, and .gif files. 

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