Manage Talk Document Folders

The Folder app allows you to securely upload and share documents to groups and employees.

Create folders and sub-folders to organize documents. Share documents and folders with everyone or people in specific groups.

Admins with sufficient permissions can add new folders, sub-folders, documents, restrict document access to limited groups of people, and so on. You can view all documents uploaded to Talk and see details like when the document was uploaded, when, and who can see it.

Note: Documents and other files are scanned for viruses when they are uploaded. If there is a problem with a file, it will be blocked.

Note the following guidelines:

  • There is no limit to the number of documents you can upload. The maximum size limit per document is 150 MB in the desktop and 400 MB on mobile. (Mobile OS includes compression that typically reduces the size of an image to 150 MB.) When users try to upload a file that is too large, they are alerted and told the size limit.
  • You manage documents and folders from the Folder tab of the Content page of the Talk Admin Dashboard and the Apps page of the Talk desktop.
  • The Folder app is deployed by default and is always available for Talk users. It cannot be removed.
  • Documents may be standalone files that are not stored in a folder. After you add a document to a folder, you can move it to other folders.

To view documents and folders

You view documents and folders in the Talk Admin dashboard, the Talk desktop, and Talk mobile.

View documents and folders in the Talk Admin Dashboard

  1. Go to the Content page and click Folder. The Documents panel shows a list of folders and any documents not contained in a folder.
  2. Click a document to view metadata such as when the document was uploaded, when it was modified, and who can see it.
  3. Click a folder to see the documents and any sub-folders it contains.

View documents and folders in the Talk desktop

  1. Click the Apps tab.
  2. Click Folder. A view of available documents and folders opens.
  3. Click a folder to see the documents and any sub-folders it contains.
  4. To see more information about a document or folder, click its more menu and select View Details.
  5. To open a document, click its name. To save it to your system, click its more menu and select Download.

View documents and folders for Talk mobile

  1. Tap Apps.
  2. Tap Folder. A view of available documents and folders opens.
  3. Tap a folder to see the documents and any sub-folders it contains.
  4. To see more information about a document or folder, tap its more menu and select View Details.
  5. Tap a document to open it.

To add a document

You add documents in the Talk Admin dashboard and the Talk desktop.

Add documents in the Talk Admin Dashboard

  1. Go to the Content page and click Folder.
  2. Do one of the following:
    • To add a document without adding it to a folder, click Upload File.
    • To add a document to a folder, select the folder and click Upload File.
  3. Enter a name and a description.
  4. Click Add to select the document to upload.
  5. For Target, select one of the following:
    • Everyone(the default)
    • Select Groups. Click the drop-down list and select one or more groups you want to access the document.
  6. Select Create Post to notify users if you want to automatically alert the target audience about the document.
  7. Click Save.

Add documents in the Talk desktop

  1. Click the Apps tab.
  2. Click Folder.
  3. Click Add DocumentPlus icon used to add a file to the Documents folder..
  4. Click Upload to select the document to upload.
  5. Enter a name and a description.
  6. For Allow Access to, select one of the following:
    • Everyone
    • Select Groups. Click the drop-down list and select one or more groups you want to access the document.
  7. Select Create Post to notify users if you want to automatically alert the target audience about the document.
  8. Click Create.

To add a folder

You add folders in the Talk Admin dashboard and the Talk desktop.

Add a folder in the Talk Dashboard

  1. Go to the Content page and click Folder.
  2. Do one of the following:
    • To add a top-level folder, click Create Folder.
    • To add a sub-folder to another folder, select that folder and then click Create Folder.
  3. Enter a name.
  4. For Access, select one of the following:
    • Everyone
    • Select Groups. Click the drop-down list and select one or more groups you want to access the folder.
  5. Select Allow Downloads if you want users to be able to download any files in the folder.
  6. Click Save.

Add a folder in the Talk desktop

  1. Click the Apps tab.
  2. Click Folder.
  3. Click Add FolderFolder plus icon used to upload and add a folder to Documents content..
  4. Enter a name.
  5. For Allow Access to, select one of the following:
    • Everyone
    • Select Groups. Click the drop-down list and select one or more groups you want to access the folder.
  6. Select Allow Downloads if you want users to be able to download any files in the folder.
  7. Click Create.

To edit and delete documents

You edit and delete documents in the Talk Admin Dashboard or Talk desktop.

Edit and delete documents in the Talk Dashboard

  1. Go to the Content page and click Folder.
  2. Click a document and do the following:
    • Click Edit to make changes. Click Update to save the changes.
    • Click Delete to remove the document and its metadata.

Edit and delete documents in the Talk desktop

  1. Click the Apps tab.
  2. Click Folder. A view of available documents and folders opens.
  3. Click the document's more menu and do the following:
    • Click Edit to make changes. Click Update to save the changes.
    • Click Delete to remove the document and its metadata.

To edit and delete folders

You edit and delete folder in the Talk Admin Dashboard or Talk desktop. When you delete a folder, any documents in the folder are also deleted.

Edit and delete folders in the Talk Admin Dashboard

  1. Go to the Content page and click Folder.
  2. Click a folder.
  3. Click the folder's more menu and do one of the following:
    • Click Delete Folder to permanently delete the folder and any documents it contains.
    • Click Edit Folder to make changes. Click Update to save the changes.

Edit and delete folders in the Talk desktop

  1. Click the Apps tab.
  2. Click Folder. A view of available documents and folders opens.
  3. Click the folder's more menu and do the following:
    • Click Edit to make changes. Click Update to save the changes.
    • Click Delete to permanently delete the folder and any documents it contains.

To create custom metadata fields

When documents and folders are created, metadata is generated including Created By, Uploaded On, Last Modified, and Target details. In the Talk Admin Dashboard, you can add additional text and date metadata fields to act as metadata search terms. Add custom fields to a document when you upload it. When the metadata term is searched, the documents that use the term will display.

  1. Go to the Content page and click Folder.
  2. Click SettingsGear icon to add metadata fields for documents and folders added to Talk. on the Documents panel.
  3. Enter a Field Name.
  4. For Field Type, select Text Field or Date and Time.
  5. Select Mark it mandatory if needed.
  6. Click Add. The field is added to the Metadata list.
  7. Click Save. You can edit and delete custom fields at any time.

To move a document to a folder

In the Talk desktop you can move a standalone document into a folder or move a document from one folder to another.

  1. Click the Apps tab.
  2. Click Folder. A view of available documents and folders opens. If the document is already in a folder, click the folder to see the documents it contains.
  3. Click the more menu for a document.
  4. Click Move To Different Folder.
  5. Search for and select the folder.
  6. Click Move Here.