Files Management

The Files page in Forkto gives you a central place to store and manage important documents for your business — things like certificates, policies, supplier agreements, or any other files your team needs access to.

Overview

When you open the Files page, you’ll see:

• A header showing the total size of all your uploaded files (e.g., “Your Files (12.5 MB)”).
• Filters — a search bar to find files by name, and a tag filter dropdown to filter by tag.
• A file table listing all uploaded files with columns for File Name, Upload Date, Size, Tags, Departments, and actions.
• An Upload section at the bottom for adding new files.

Files are sorted by upload date, newest first.

Uploading a File

To upload a new file:

1. Scroll to the Upload section at the bottom of the page.
2. Click the file input and select a file from your device.
3. The file uploads automatically. You’ll see a success message once it’s done.

Accepted file types:

• Images (JPEG, PNG, etc.)
• PDF documents
• Word documents (.doc, .docx)
• CSV files

Files are uploaded one at a time.

Viewing and Previewing Files

The file table shows each file’s name, when it was uploaded, its size, and any tags or department assignments.

To preview a file:

1. Click the preview button (eye icon) on the file row.
2. A modal opens showing the file content:
   • Images are displayed at full width.
   • PDFs open in a viewer with page navigation (Previous/Next buttons and a page counter).
   • Other file types will show a “File cannot be displayed” message — use the download option instead.

Downloading a File

To download a file to your device:

1. Click the download button (downward arrow icon) on the file row.
2. The file will be saved to your device.

Organising Files with Tags

Tags help you categorise and find files quickly. A file can have multiple tags.

To manage a file’s tags:

1. Click ‘Manage’ in the Tags column for the file.
2. In the modal, you can:
   • Add a new tag — type a tag name and add it.
   • Add an existing tag — select from tags already used across your workspace.
   • Remove a tag — click the remove button next to any assigned tag.

To filter files by tag, use the tag filter dropdown in the filters section at the top of the page.

Department Assignment

If your account has the Departments feature enabled, files can be assigned to specific departments. This controls which team members can see each file.

• By default, files are visible to all departments.
• Admins can click ‘Edit’ in the Departments column to assign a file to one or more specific departments.
• Non-admin users will only see files assigned to their department, plus any files with no department restriction.

Deleting a File

To permanently remove a file:

1. Click the actions menu on the file row.
2. Select ‘Delete’.
3. Confirm when prompted.

Note: This permanently deletes the file and cannot be undone.

Auditor Access

If your account has the Auditor role, you can view and download files but cannot upload, delete, or manage tags.

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Keep your files organised with tags and department assignments so your team can quickly find the documents they need. Upload certificates, policies, and compliance documents here for easy access across your business.