Every file you add to an article in your knowledge base is stored in your File Library. You can access files there to update:
- The name of the file
- The file itself
- The file labels associated with that file
You can also delete files you no longer need and recover files that have been incorrectly deleted.
And for each file, you can view its references: all the places that this file is being used.
Adding file labels, deleting, and recovering files can be done for individual files or for multiple files in bulk. Changing file names or the files themselves must be done for individual files only.
To access your File Library, select Files from the left navigation. The Files library opens.
- To add files directly to the File Library, select + Add Files. The Upload Files modal opens where you can add the files you'd like to upload. Refer to Add files in bulk for more detailed instructions.
- You can choose to Show Active Files or Show Deleted Files. If you select Show Deleted Files, the page displays a Restore option instead of Delete.
- If you've created File Labels, use the Filter by Labels dropdown to filter the Files Library to files containing one or more file labels. Refer to Use labels as filters for more information on this process.
- You can filter the Files Library by File Types, including images, videos, PDFs, Word files, Excel files, Powerpoint files, audio files, and zip files.
- Search for a word or file name. Any search phrases entered here will search within the selected filters. Use the default settings (Show Active Files, no Filter by Labels, Show All File Types) to search your entire Files Library of active files.
- Once you select an individual file, you can Edit it to change the file's name, the file itself, and add or remove file labels. Refer to Edit and update files for more information on editing files.
- When you've selected more than one file, you can Bulk Label them to add the same file label(s) to all selected files.
- When you've selected one or more files, you can Delete them. If you've selected the Show Deleted Files option, a Restore option displays instead of Delete. Refer to Restoring deleted files for more info on restoring deleted files!
Check before you delete
Deleting files will not delete references to those files from categories, articles, or your Customize > Style settings. Be sure the file is no longer in use before deleting! - Use the Files per page options to change how many files are displayed per page in the library. Options are 20, 50, and 100. (Default is 20.)
- Choose between two Display Modes. The default mode is the icon or thumbnail view, represented by the icon with six squares in two rows, which displays a thumbnail of each file. List view displays a list of file names and metadata with no thumbnail. Refer to Which File Library display mode should I use? for more information on the two display modes.
In order to edit, bulk label, or delete files, you'll need to select them. In icon view, select a file by clicking anywhere on the file's thumbnail. Select all four files in a row by checking the box to the left of the row.
When a file is selected in the icon view, a white checkmark on a blue square will appear in the upper right corner of the thumbnail.
Refer to List View for making file selections in List View.
To open an individual file for viewing rather than editing, select the hyperlinked name below the file thumbnail. The file should open in a new tab if it's supported by your browser, or download if it's not.