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File Management

File management is one of the core functionalities of Traiker Platform. This guide will teach you how to make the most of the document system.

File Upload​

Upload Methods​

1. Individual Upload​

  • Click "Upload File"
  • Select file from your device
  • Complete required metadata
  • Confirm upload

2. Bulk Upload​

  • Select multiple files (Ctrl+Click or Cmd+Click)
  • Drag and drop files in designated area
  • Configure batch metadata
  • Start bulk upload

3. Folder Upload​

  • Drag an entire folder
  • Keep the hierarchical structure
  • Apply automatic classification rules
  • Process content recursively

Supported Formats​

Documents​

  • Office: .docx, .xlsx, .pptx
  • PDF: .pdf (with automatic OCR)
  • Text: .txt, .md, .rtf
  • Code: .js, .py, .java, .html, .css

Multimedia​

  • Images: .jpg, .png, .gif, .svg, .webp
  • Video: .mp4, .avi, .mov, .webm
  • Audio: .mp3, .wav, .ogg

Specialized​

  • CAD: .dwg, .dxf
  • Compressed: .zip, .rar, .7z
  • Data: .csv, .json, .xml

Organization and Structure​

Folder Structure​

📁 Main Project
├── 📁 01_Documentation
│   ├── 📁 Contracts
│   ├── 📁 Proposals
│   └── 📁 Manuals
├── 📁 02_Development
│   ├── 📁 Designs
│   ├── 📁 Prototypes
│   └── 📁 Testing
├── 📁 03_Deliverables
│   ├── 📁 Final_Version
│   └── 📁 Reviews
└── 📁 04_Archive
    ├── 📁 2024
    └── 📁 2023

Naming Conventions​

Files​

YYYY-MM-DD_DocType_Description_v01.extension
2024-10-13_ServiceAgreement_Web_v01.pdf

Folders​

  • Use numbers for ordering: 01_Startup, 02_Development
  • Avoid spaces: use underscores _ or hyphens -
  • Be descriptive yet concise

Metadata and Tagging​

Core Metadata​

  • Title: Descriptive document name
  • Description: Summary of the content
  • Author: Document creator
  • Creation date: Automatic timestamp
  • Category: Type-based classification
  • Status: Draft, Review, Approved, Archived

Custom Tags​

  • By department: #sales #marketing #engineering
  • By priority: #urgent #normal #low
  • By status: #pending #completed #canceled
  • By client: #client-alpha #project-beta

Version Control​

Automatic Versioning​

Traiker automatically maintains:

  • Complete history: All previous versions
  • Visual comparison: Differences between versions
  • Restoration: Ability to revert to previous versions
  • Version metadata: Who, when, and why it changed

Manual Versioning​

Version Naming​

  • v1.0: Initial major release
  • v1.1: Minor revision
  • v2.0: Major change
  • v1.1-draft: Draft under review

Change Comments​

Each new version should include:

  • Change summary: What was modified
  • Reason: Why the change happened
  • Impact: Areas affected
  • Approvals: Who authorized the change

Search and Filtering​

  • Search within filenames
  • Document content (OCR included)
  • Metadata and descriptions
  • Comments and notes
"exact text"          # Exact phrase
file AND document     # Both terms
PDF OR Word           # Any term
-draft                # Exclude term
author:john           # Specific field
created:2024-10-*     # Date wildcards
tag:urgent AND status:approved
category:contract AND date:>2024-01-01
size:>10MB AND type:pdf

Collaboration​

Sharing Files​

  • Public link: Access without authentication
  • Protected link: Requires password
  • Temporary link: With expiration date
  • Read-only link: No download permissions

Granular Permissions​

  • View: Read-only access
  • Download: Can obtain copies
  • Comment: Add notes and feedback
  • Edit: Modify content
  • Manage: Full control

Comments and Annotations​

  • General comments: About the entire document
  • Annotations: Specific locations
  • Suggestions: Change proposals
  • Resolutions: Mark completed topics

Notifications​

  • Mentions: @user for direct alerts
  • Threads: Organized conversations
  • Resolution: Mark comments as resolved
  • Follow-up: Subscribe to updates

Automation​

Classification Rules​

  • Filename: Pattern recognition
  • Content: Internal text analysis
  • Source: Upload origin
  • Metadata: Attached information

Rule Example​

IF name CONTAINS "contract" THEN
  category = "Legal"
  tag = "#contract"
  workflow = "Legal Review"

Automated Workflows​

  • On upload: Trigger automatic actions
  • On status change: Notify stakeholders
  • By date: Expiration reminders
  • By size: Large file alerts

Automated Actions​

  • Notifications: Emails and in-app alerts
  • Movement: Change folders automatically
  • Conversion: Transform to other formats
  • Backup: Scheduled copies

Security and Access​

Access Control​

  • Public: Accessible to all users
  • Departmental: Only department members
  • Project: Only project participants
  • Confidential: Highly restricted access

Access Auditing​

  • Access log: Who entered and when
  • Download history: Complete record
  • Failed attempts: Security alerts
  • Permission changes: Modification tracking

Backup and Recovery​

  • Automatic backups: Daily incremental copies
  • Manual snapshots: On-demand saves
  • Geographic redundancy: Multiple locations
  • Versioned backups: Historical record

Recovery​

  • By file: Individual restoration
  • By folder: Recover full structures
  • Point-in-time: Restore to specific moments
  • Disaster recovery: Emergency procedures

Best Practices​

Organization​

  1. Consistent structure: Maintain the same hierarchy
  2. Clear naming: Descriptive, dated names
  3. Complete metadata: Rich information for search
  4. Regular cleanup: Archive or delete obsolete content

Collaboration​

  1. Least privilege: Only necessary permissions
  2. Clear communication: Descriptive comments
  3. Disciplined versioning: Documented changes
  4. Regular reviews: Content validation

Security​

  1. Proper classification: Correct access levels
  2. Periodic audits: Review permissions
  3. Ongoing training: Promote best practices
  4. Active monitoring: Watch for unusual activity

Next Steps​

Now that you master file management, you can move on to:

  1. Implement complete traceability
  2. Configure advanced workflows
  3. Optimize your specific workflow