Files library

Some documents go out over and over: an induction pack, a site map, a code of conduct, a safety briefing. The Files library holds one copy of each and lets you attach it wherever you need it, instead of re-uploading the same PDF onto every portal.

Files in the sidebar is the whole feature: your files on the left grouped by category, and an Add a file panel on the right. The list shows 25 files a page, with a search box above it that matches the label, the file name and the category.

Adding a file

Three fields, only the first of them required.

File. PDF, PNG, JPEG or WebP, up to 10 MB. WorkZerk checks the file's actual contents against its type, not only the extension, so a renamed file is refused rather than stored. An oversize file is caught before the upload starts.

Label. What the file is called everywhere it appears, up to 200 characters. Leave it blank and the file name does the job, which is fine for induction-pack.pdf and less fine for scan_0042.pdf.

Category. A free-text grouping, with suggestions from the categories you have already used, so typing "Ind" the second time offers "Inductions". It only affects how the list is grouped: files with no category collect under Uncategorised at the bottom.

Click Add file. A counter under the form shows how many of your 500 files you have used. If you are up against the limit, ask us rather than deleting things.

Editing a file

Edit on any file opens two fields inline: the label and the category. Renaming here renames it everywhere the file is attached, because those attachments point at the library file rather than holding a copy.

Replacing a file

When a document is reissued, click Replace file on its row and upload the new version. Everywhere it is attached shows the new file straight away, and it keeps its label and category. A PDF can only be replaced by a PDF, and an image by an image. Emails already sent keep the copy they went out with.

The file you replace is kept. The row then shows a link such as 2 earlier versions, which opens a list of the earlier files, newest first, with when each was uploaded and replaced and by whom. Download opens one. Restore makes it the current file again everywhere it is attached, and the file it takes over from moves into the earlier versions in turn. The last 25 versions of each file are kept, they do not count toward the 500, and deleting a file deletes its versions too.

Where library files turn up

Everywhere below attaches the library file rather than a copy, so a rename or a replacement reaches all of them:

• A portal's Files section. Attach from Files adds a library file to a portal, and it does not count against that portal's 200 MB. See Portal files.
• A request. When you add a request, Attach a document, link or YouTube video then Add from Files puts a library document beside the ask, such as the policy someone has to read before they confirm it.
• A request pack. Requests saved in a request pack keep their library documents.
• An automation's email. Attach a file on an email action sends a library file with the message, which is how an induction pack goes out automatically to everyone who registers. See Automations.

Deleting

Delete removes the file, its earlier versions and the stored copies for good, after asking you to confirm. It is refused while anything still uses the file, and the message says what: "in use by 3 portals and 1 automation". Detach it there first.

That refusal matters most for automations. An automation keeps firing, so a deleted attachment would not break once, it would break on every run from then on.

Who can see them

Files here are yours. Opening one streams it through WorkZerk with your sign-in checked, rather than handing out a storage address, so a link copied out of the address bar is no use to anyone who is not signed in to your account.

A library file only reaches the people you onboard when you attach it somewhere they see it: on a portal with Internal unticked, on a request they are shown, or as an automation attachment. Sitting in the library, it is private.

Getting help

If your library is full, or you need a file type WorkZerk does not accept, email [email protected].