File details
The file page opens for anyone who may view the file. It shows a preview and five tabs; each tab’s changes need the matching action, and the page hides what you cannot do.
Preview
Section titled “Preview”| Kind | Shown as |
|---|---|
| Image | The preview rendition, or the original while the rendition is being made |
| Video | A player with the playable MP4 version, or the original while it is being made |
| Audio | A player with the original |
| The browser’s PDF viewer | |
| Text | The text, shortened for long files |
| Anything else | “Download to open” |
Office documents preview as “download to open”: there is no Office preview. A file still processing says so and updates when it is done. A quarantined file (malware was found in it) shows a banner and cannot be opened or downloaded; see Malware scanning.
Details
Section titled “Details”The metadata form: title, description, category and department (pickers from the application’s managed lists), tags, your own key-value fields, visibility, and the status when the application uses approvals, with only the moves you may make. Saving needs edit (share for visibility, approve for approval decisions). If someone changed the file meanwhile, the console asks you to reload instead of overwriting their change.
The facts: path, type, size, owner, external reference, whether it duplicates another file, and each processing step’s state.
Legal hold
Section titled “Legal hold”A held file shows a banner above the tabs: the reason, who placed the hold, since when, and until when (or “until released”). With files.manage you can Place a legal hold on a file (a reason and an optional end date), Change the hold, or Release the hold with an optional reason for the audit log. While the hold is in force the file cannot be deleted for good and its versions are kept; everything else works as usual. See Legal hold.
The application’s Legal holds page (in the navigation for files.manage) lists every held file, in any state, with its reason, who placed it, when and its end. Find a file by name or keyword to place a new hold, or release one from the list.
Managed by an application
Section titled “Managed by an application”A file in a folder one of your applications manages shows a Managed by banner with the application’s name. The page then hides the changes people cannot make: the metadata, status and visibility, moving to the trash, new versions, restoring, pinning and deleting versions, access entry changes (the entries are still shown) and new share links. Preview, download, copy, legal holds, the activity and revoking existing links stay. The tenant owner sees Release the managing folder from app management, which opens the release dialog for the folder that carries the mark. See Application-managed folders.
Versions
Section titled “Versions”The versions, newest first, with who uploaded each and when. Upload a new version, download an old one, restore one (which makes a new current version from it), pin one so it is never pruned, or delete an old one. Needs edit (delete to delete a version). A held file’s versions cannot be deleted (file_on_hold).
Permissions
Section titled “Permissions”Whether the file inherits its folder’s entries, its own entries with user and role pickers, and the effective list: who may do what, and from where. Adding entries needs share, and you can grant only actions you hold; files.manage may grant anything. A file in review or approved is read-only for people without approve (status_locked).
Share links
Section titled “Share links”Create a link with view, or view and download, an expiry, an optional password and an optional download limit. The link is shown once: copy it then. The tab lists the file’s links with their access counts, and lets you revoke them. Needs share.
Activity
Section titled “Activity”The file’s audit trail: uploads, versions, renames, moves, status and visibility changes, entries, links and downloads, with who did it. Needs view on the file plus files.audit.read, or files.manage.