Daily Operations

Open File Storage from the left menu under Storage. It is a single page with lazy tabs — switching tabs never reloads the page, and each tab loads its content the first time you open it.

Uploads are validated on intake using ERPat's existing extension, MIME, and magic-byte checks, then stored through the standard local or AWS S3 pipeline as private objects. You need the file_storage_create permission (or contributor-and-above access to the target folder/space).

1. Open My Files (or a Team Space folder you can contribute to).
2. Navigate into the folder that should hold the file.
3. Drag files onto the file list, or use the Upload button and pick files.
4. Wait for each upload to finish — an upload session is created and the upload pipeline finalizes it (typically within a minute).
5. The file appears in the folder once processing completes.

Versions are immutable — every save is kept and pointed at its own stored object, so nothing is overwritten and you can always look back. You need contributor/editor-level access to the file.

1. Open the file (or its actions menu).
2. Choose Upload new version and select the updated file.
3. The new upload becomes the current version; the previous one is retained in history.

1. Open the file and view its Version history.
2. Find the version you want and choose Restore.
3. That version becomes current — the restore is itself recorded as a new current version, so no history is lost.

Create a folder

1. In My Files or a space, open the folder you want the new folder inside.
2. Choose New folder, name it, and confirm.

Rename an item

1. Open the item's actions menu.
2. Choose Rename, type the new name, and save.

Move an item

1. Open the item's actions menu and choose Move (or drag it onto a folder).
2. Pick the destination folder or space and confirm.

Star / favorite an item

1. Click the star on any file or folder.
2. It appears under the Starred tab for quick access. Click the star again to remove it.

Deleting is soft-delete first — items are recoverable and are only ever permanently removed later by the reference-aware safe-purge job (which is blocked while a file is still in use, is a current version, is under retention, or is on legal hold).

1. Delete: open the item's actions menu and choose Trash — it moves to the Trash tab.
2. Restore: open the Trash tab, find the item, and choose Restore — it returns to its original location.

The Shared with Me tab collects everything others have granted you — whether the grant was made to you directly, to a group you belong to, to your department, or to the whole tenant (company). What you can do with each item depends on the role you were given (see sharing roles).

1. Open the Shared with Me tab.
2. Browse the shared items; open one to preview, download, comment, or edit as your role allows.
3. Star anything you return to often so it also shows under Starred.

Team Spaces are tenant-owned shared workspaces — they belong to the company, not to an individual, so files survive staff changes. Every space must always have at least two managers, and department membership can be synced automatically (a daily membership-sync job keeps space membership aligned with department membership).

Create a space

Requires the file_storage_create_space permission.

1. Open Team Spaces from the left menu and choose Create team space at the top of the space list.
2. Name the space and describe its purpose.
3. Assign at least two managers (required) and add initial members.
4. Optionally link a department so membership syncs automatically.
5. Save — the space appears in the Team Spaces list.

Manage membership

Requires file_storage_manage_space (space managers).

1. Open the space and go to its members/settings.
2. Add or remove members and set each person's role.
3. Keep two or more managers at all times — the space will not let you drop below two.

Browse & work in a space

1. Open Team Spaces from the left menu and pick a space from the list on the left — it stays visible, so you can jump straight to any other space’s folders without going back.
2. Navigate its folders; upload, version, comment, and share as your role permits.

Comments let your team discuss a file in place. You need at least commenter-level access.

1. Open a file.
2. Open its Comments panel.
3. Type your comment and post it — it is attached to the file and visible to others who can see it.

Internal sharing grants another ERPat user, group, department, or the whole tenant access to a file or folder. Access is role-based and computed server-side, and it inherits through folders and spaces. Requires the file_storage_share_internal permission; changing who has access to an item requires file_storage_manage_permissions.

Share a file internally

1. Open the item's actions menu and choose Share.
2. Pick the recipient — a person, group, department, or the whole company.
3. Choose the role to grant (viewer through manager).
4. Save — the recipient sees it under Shared with Me.

External links let people outside ERPat reach a file through a public landing page. Links are engineered to be safe: only a SHA-256 hash of the token is stored (never the token itself), and every guard below is optional and combinable. Requires the file_storage_share_external permission.

Create an external link

1. Open the file's actions menu and choose Create link.
2. Pick the scope (restricted, tenant, external recipients, anyone, or upload-only).
3. Optionally set an expiry, a password, email OTP, and a max-opens cap.
4. Choose whether download is allowed or view-only.
5. Save and copy the generated link to send it.

A file request is a link that lets someone send you files without seeing anything else — ideal for collecting documents from clients or new hires. It uses the upload-only role/scope, so the visitor can add files but cannot browse existing contents. Requires the file_storage_create_file_request permission.

1. Choose the destination folder or space that should receive the files.
2. Create an upload-only share/file request for that destination.
3. Optionally add an expiry, password, or email OTP as with any external link.
4. Send the link — the recipient lands on a public upload page and submits files, which arrive in your destination folder.

These two tabs are shortcuts to what matters right now.

• Recent — files you have recently opened or changed, newest first, so you can pick up where you left off.
• Starred — everything you have starred, from any folder or space, in one place. Add or remove a star from any file or folder's star control.