Keeping your facility’s files organized is key to maintaining efficiency. Whether you’re uploading documents, videos, or managing access, following these steps will help keep your file storage system streamlined and effective.
Here’s how you can easily upload, organize, and assign files and videos in your system:
Step 1: Access the File Storage System
Log in to your Facility Manager account and head to the Admin tab. From there, click on the Files tab to start managing your files.
Step 2: Upload New Files
To upload a new file:
Click on the Upload File button.
Choose the type of file you want to upload (refer to the supported file types list for guidance).
Step 3: Upload Videos
If you need to upload a video:
Click on the Upload Video button or go to the Instructional Video tab.
Follow the prompts to select and upload your video file.
Step 4: Manage Uploaded Files
Once your files are uploaded, you can manage them:
Click on any file to access its management options.
Rename the file by clicking into the name box and entering the new name.
Adjust the display date or reorder files to suit your needs.
Step 5: Assign User Roles
To control who can access certain files:
Click on the gear icon next to the file to manage user access.
Check or uncheck user roles to assign or restrict access.
Step 6: Delete Files
If you need to remove any files:
Select the file.
Choose the delete option to remove it from the system.
Step 7: Assign Videos to Tools
If you’ve uploaded a video, you can link it to relevant tools:
Click on the gear icon next to the video.
Assign it to specific tools like pull tests, checklists, or forms.
Choose the section where the video should be linked.
Step 8: Verify Assignments
After linking a video, check to make sure:
The video is correctly attached to the checklist or form.
Users with appropriate roles can see the video icon next to the item.
Step 9: Test User Access
Finally, log in as a user with a different role to verify that they can see the files and videos you’ve assigned them.
Things to Keep in Mind
Authorized access: Only allow authorized personnel to access sensitive files.
File compatibility: Double-check file types before uploading to avoid issues.
Regular reviews: Make sure to regularly review user roles to ensure the right people have access.
Efficiency Tips
Use a consistent naming convention to easily identify files.
Regularly update and organize your files to prevent clutter.
Encourage team members to familiarize themselves with the system for smoother file management.
Use instructional videos to help staff understand processes in real-time.
By following these simple steps, you’ll streamline your file management process, boost productivity, and minimize errors across the board!
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