Depending on your permissions for specific projects (e.g. Read Only, Create & Modify, etc.) some of the functions described in this topic may not be accessible to you. Refer to Manage Project, Folder, and File Team Shares for more information.
Workplace Online > Projects > click a project > Click a file
Workplace Online > Dashboard > Click a file
The File Detail page displays information about the file and provides access to a variety of related functions.
You can download the file by clicking on the file name.
The File Detail page is comprised of several different areas:
The file name may be followed by several different icons:
|FavoriteA favorite is a project, folder, or file attribute that makes the item easier to locate.. Refer to Favorites.|
|Publicly linked. Refer to Manage Project, Folder, and File Public Shares.|
|The file has been hidden. This means that it is hidden from your views, but not deleted. Other users can still see it.|
|The file has been deleted. Refer to Deleting and Undeleting.|
|Reveal in Explorer (Windows) or Finder (Mac). Click to open the corresponding file on your desktop or laptop.
This option requires that Workplace DesktopAlso known as the Workplace Desktop app, and in the context of this documentation, simply "the app," Workplace Desktop is the software installed on a computer that is responsible for synchronizing data between the local drive and the cloud. is installed on your computer.
The toolbar allows you to quickly access a variety of functions. For more detailed information, refer to Manage the file using the toolbar.
The area below the comment alert displays your access level for this file. Refer to Manage Project, Folder, and File Team Shares for more information.
When performing a copy, revert, or restore operation within Workplace OnlineWorkplace Online is the web portal that users within a team can use to access their data and administer their team., a progress bar displays at the bottom of the window.
For more information, refer to The Task Progress Bar.
If the file has been publicly shared, Share Public Link will appear at the top right of the file preview area, and a Public badge will display next to the folder name. If the file has not been shared publicly, Share Team Link will display instead. Additional options display when you hover over the links or the badge.
|Publicly Shared||Not Publicly Shared|
Hover over Public ShareA public share allows users that do not have a named Workplace account to access a project, folder, or file within Workplace. Link, the Public badge, or Team Share Link, then select one of the options described in the table below:
|Option||How it works|
|Copy Link||Places the link on your clipboard.|
|QR Code||Opens the QR Code popup.
Click the Copy to Clipboard button to place the QR code on your clipboard.
Click the Download QR Code button to download the QR code image.
Opens the Send Link popup, allowing you to email the link to one or more recipients:
(public shares only)
The popup displays statistics, history, access history, public user activity, and an access map. Click a tab title to change the statistics view.
(team shares only)
Click to open the team shares interface:
For detailed information on creating and editing team shares, please refer to Manage Project, Folder, and File Team Shares.
The toolbar at the top right of the page allows you to quickly access a variety of file functions.
|Button||Menu > Submenu||Function|
|Open the file with the default method you selected on the Document Editors page. If you have not selected a default document editor, you will be prompted to select one. Refer to Create and Edit Documents Online.
If you have configured Desktop Integration, you have the option of selecting an integrated device. This will allow you to Edit Documents Locally via Workplace Online.
||Add the file to or remove the file from your Favorites list.
If you are using Workplace MobileWorkplace Mobile is the Workplace application designed specifically for the various mobile platforms, providing access to Autotask Workplace. App 3.9 or earlier, your favorites will be automatically synced to your tablet or smartphone, and unfavoriting a file in those versions will result in its removal from your tablet or smartphone.
||Lock or unlock a file. A icon appears next to locked files. If the file was locked by someone else, the icon will be red.
When viewing files on the Locked Files list, Unlock will be the only option.
For more information, refer to Locked Files.
||Copy the item to a different location or to a new project. This will open the Copy File popup:
To copy to a new project, select the appropriate check box, enter the name of the new project, then click Copy.
To copy to an existing location, select the appropriate check box, browse for the new location in the area provided, then click Copy.
||Move the file to a different location, or to a new project. This will open the Move File popup:
To move to a new project, select the appropriate check box, enter the name of the new project, then click Move.
To move to an existing location, select the appropriate check box, browse for the new location in the area provided, then click Move.
||Upload a new version of this file.
Just drag and drop a file into the cloud image or click Select Files to Upload to browse for a file. Refer to Upload Items to Workplace Online.
||Download the file to your computer's default download location.|
||Delete the file. This will open the Delete File popup:
Confirm your action in the Delete File popup.
BEFORE YOU DELETE a file, please read Deleting and Undeleting.
||Open||Refer to the Open section of this table.|
|View||Preview a version of the file via the browser.|
|Favorite/Unfavorite||Refer to the Favorite/Unfavorite section of this table.|
|Lock/Unlock||Refer to the Lock/Unlock section of this table.|
|Copy||Refer to the Copy section of this table.|
|Move||Refer to theMove section of this table.|
|Upload||Refer to the Upload section of this table.|
|Download > Download||Download the file to your computer's default download location.|
|Download > Download as PDF
(only available for some file types)
|Download the file as a .pdf to the desired location on your desktop or laptop or open as .pdf.|
|Download > Restore||Restore this file to the desired location on your desktop or laptop.
Note that this option requires that Workplace Desktop is installed on the computer.
||Manage > Rename||Rename the file. This will open the Rename File popup:
Edit the file name, then click Rename.
|Manage > Previous Versions||View previous versions of the file. Refer to Previous Versions.|
|Manage > Delete||Refer to the Delete section of this table.|
|CommentComments are user-created notes attached to a project, folder, or file. Comments are a mechanism for collaboration and remain associated with the project, folder, or file, providing a clear and simple overview of conversation relating to the project, folder, or file.||Add a file comment. This will open the Add New Comment popup:
Enter your text, then click Add Comment.
|Email the file to one or more recipients. This will open the Send File popup:
Begin typing a recipient's name, or click the to use the team member data selector. Optionally, add a message, then click Send.
|Print the document or to send a print link to one or more recipients. Refer to Print a File for more information.|
This option is available to project owners and if Reshare permissions were granted when the project was shared with you, unless restricted by Policy Profiles
Create a public share for the file. For details, refer to Manage Project, Folder, and File Team Shares
To send a link to a team member, refer to File Detail.
This link is only available if previous versions exist.
- Refer to Previous Versions for details.
|Forward this topic to others|