Working with Folders and Files

Help : PrintSphere Website : Working with Folders and Files

Once you have signed in to the PrintSphere website you can start working with files and folders in your space.

The Files page is the default landing page. You can toggle between the List view and the Grid view on this page by clicking the icon in the top right corner.

See “Exploring Your PrintSphere Space” if you’re not familiar with the workspace.

Create a new folder

Folders can be created in your PrintSphere space to organize your data.

1 Click the New button (+) in the navigation bar at the top of the list or grid on the Files page.

You can create a new text file or folder

2 Click the New Folder icon or label, enter the name of your folder, and press Enter or click the arrow.

The new folder is created in your space and added to the list or grid. The inspector with details is displayed in the panel on the right.

Items in the list or grid can be sorted by Name, Size or Modification date by clicking the column headers. Initially, a new folder is not shared with other users.

Folder Status

		Folder is not shared
		Shared with another Manual PrintSphere user or group
		Shared with a Manual PrintSphere or Auto PrintSphere user via a public link; this status is also used if both sharing methods are applied

NOTE: You can add a new folder to your PrintSphere space even if your storage quota has been exceeded but you won’t be able to add files to it.

Create/edit a text file

You can create a simple document in TXT format and add it to your PrintSphere space, and subsequently share or download the file.

1 Go to the folder where you want to create a new text file and click the New button (+) in the navigation bar at the top of the list or grid.

You can create a new text file or folder

2 Click the New Text File icon or label, enter a name for your file, and press Enter or click the arrow.

The new text file is opened in a text editor. You can type text or copy text from another application. No formatting is maintained in this text file. Close the file (x) to save it.

The new text file is created in your space and added to the list or grid. Items in the list or grid can be sorted by Name, Size or Modification date by clicking the column headers.

3 To open the text file again for editing in the built-in editor, click the text file name.

4 Close the file (x) to save it. The file is always saved when you close it.

The PrintSphere service keeps versions that you can restore if necessary. See “Inspector Panel”.

NOTE: A text file can be created even if your storage quota has been exceeded but you will not be able to enter and save text in the file.

Delete or restore files and folders

Files and folders are not deleted immediately from your space when you delete them from the Files list or grid.

1 To delete a single file or folder in the list or grid, select the item by clicking the check box, and click Actions at the top of the list or grid and then choose Delete.

Open the Actions menu for that item and choose Delete.

To delete multiple items, select the check box for each item, and then click Actions at the top of the list or grid and then choose Delete.

To delete all items in the current folder, click the Select All check box at the top of the list or grid to select all the items and click Actions at the top of the list or grid and then choose Delete.

The files and folders are moved to the Deleted files folder.

2 Open the Deleted files folder in the bottom left corner where you can delete the deleted items permanently from your space or restore them to their original location.

3 Select the check boxes as explained above for the files you want to delete permanently or restore, and then click Actions at the top of the list or grid and choose Delete or Restore.

For single items, you can also click Restore or open the Actions menu for that item and choose Delete.

Deleting files shared with you

You can delete shared files – not folders – if the owner gave you Delete permission. However, the deleted files are moved to the Deleted files folder of the owner too, but not to the Deleted files folder of other recipients.

To delete a shared file, delete it as described in Delete or restore files and folders but remember that these deleted files are moved to the Deleted files folder of the owner, who can restore deleted files to their original location.

Unsharing a folder shared with you

You can never delete a folder that another user has shared with you. In this case, the folder is unshared and this is indicated as you hover over the trash icon.

To unshare a folder, delete it as described in Delete or restore files and folders.

Hover over the file in the Files list or grid, open the Actions menu (...) and choose Unshare.

The unshared folder is removed from the list or grid but NOT moved to the Deleted files folder, so you cannot restore the unshared item.

Move files and folders

You can move files and folders in your PrintSphere space to another folder at the same level in your space by selecting them and dragging them onto the folder. You can also move files or folders back to the highest level in your space.

Hover over the file or folder in the Files list or grid, open the Actions menu (...) and choose Move or Copy.

Copy files and folders

Hover over the file or folder in the Files list or grid, open the Actions menu (...) and choose Move or Copy. Select a target folder and choose Copy to duplicate the asset in the new location.

Change the name of a folder or file

You can change the name of your own folders and files at any time without jeopardizing the sharing functionality. You can also do this with shared items if the owner has given you edit permission.

1 Hover over the item whose name you want to change, open the Actions menu and click the pencil icon or Rename.

2 Edit the name as required and press Enter.

The new name is synced to all devices and users who are sharing the file or folder.

Add to Favorites

If you have lots of files and folders in your space, you may want to mark certain items as favorites so you can find them more easily with the Favorites filter. See “Files filters”

Hover over a file or folder, open the Actions menu (...) and choose Add to Favorites to mark it as a favorite.

A yellow star icon is displayed on the item and the item is now displayed at the top of the list of files and folders.

Your favorites effectively form a separate group and remain at the top of the list, irrespective of the sorting.

Preview/Open files

The preview feature lets you view certain file types in an embedded viewer without downloading them. Depending on the file type and the browser you are using, a file may open in the embedded viewer (for example: images, videos and PDFs), or you may be prompted to download and open the file in its native application (for example, TXT text files, music files, etc.).

To preview/open files, click the file name, not the thumbnail.

Close the preview window by clicking the cross in the top right corner.

Image files (JPEG, PNG, GIF) open in the image viewer: see “Gallery”.

NOTE: The embedded viewer only shows a preview of the original file. For certain file types it is recommended to download the file and then open it in a dedicated application.

Restore previous versions of files

The PrintSphere service has version control for Text files that you create and edit in the built-in editor and automatically keeps a copy of previous versions of a file. This means you can go back to a previous version of a text file and restore it. Doing this restores a previous version for all share users and share users can also restore previous versions of your file if they have permission.

Text files are saved every couple of seconds but old versions are automatically deleted to save space according to the following logic:

•For the first minute, one version is kept every 10 seconds

•For the first hour, one version is kept every minute

•For the first 24 hours, one version is kept every hour

•For the first 30 days, one version is kept every day

•After the first 30 days, one version is kept every week

1 Open the inspector for the Text file you want to restore and go to the Versions tab.

A list of versions is displayed if they exist.

2 Hover over the version you want to restore and click Restore.

When you or others open the file now, it will be the restored version.

If you are not sure which version to restore, you can open each version first by clicking the label that indicates when the file was modified.

You can also restore previous versions of other file types if you upload the modified files with the same name to your PrintSphere space, for example after editing off-line.

Collaborate on a shared text file

You can create a simple document in the built-in editor, share it with other users and give them edit permission. Those users can subsequently edit your file in the built-in editor and the file with their edits will appear as the latest version in your space.

PrintSphere - doc. version 2.7.4