Tips for Document Management: Upload, Open, Check Out, Check In....

GroveSite's online collaboration software provides great tools for organizing and sharing documents and other files.  Our File Library page type may be the most frequently-used tool in our toolkit!  If you want to learn the basics of uploading a document, updating its category or status, and using Check Out and Check In, just visit the GroveSite Help Desk: Tips for Document Management.  This is an easy one-page guide which you can print for reference if you like.

GroveSite gives you the option of keeping older versions around or not.  If you'd like your team to only have access to the most up-to-date documents, just replace an older document with a new version by clicking the [edit] to the left of the 'row'.  Then attach your new document using the BROWSE button. 

If you'd like to keep older versions of a document available to your team, just upload a new version using the normal [Add a New File] link.  Your new file will be uploaded and listed in its own 'row' on the page.  The file name is displayed, followed by a version number, such as _1.

Multi-file Upload and Download

Are you working with a large number of files? Are you getting tired of uploading and downloading the files one by one? Are you taking advantage of GroveSite's multi-file upload and download features?

Multi-file Upload

1. First, zip your files together into one .Zip file using a zip utility (e.g. WinZip).
2. In your GroveSite file library page, click on 'Add a New File' Browse and select your .zip file from Step 1
3. Check the box 'For .zip file, expand and post individual files'
4. Enter a category if appropriate and select the file status
5. Click on the 'Add' button

The .zip file will be uploaded and expanded so that your file library contains all the individual files with one simple upload process.

Multi-file Download

1. In your GroveSite file library page, click on 'Multi-file Download'
2. In the pop-up window, check the boxes beside the files you wish to download (or click on Check All to select all the files)
3. Click on the 'Download' button

This process will create a .Zip file that can be saved to your PC. All of the individual files can be extracted from this .zip file as needed.