Who is this article for?

Administrators who want to learn to add, move, copy and delete files.

Administrator permissions are required.

Efficiently managing your digital files is essential for maintaining an organised and up-to-date Intranet Filing Cabinet in Lucidity. This comprehensive guide will walk you through the processes of adding new files, moving and copying existing ones, deleting outdated documents, and setting up review alerts to ensure your organisation's information remains current and easily accessible.

1. Add review alerts to files
2. Moving files
3. Copying files
4. Deleting files
5. Further reading

1. Add review alerts to files

Files can be assigned to actionees' for review on a regular basis. For example, a buildings OH&S policy may need to be reviewed after 12 months to ensure the list of fire wardens is still accurate. 

To add a review to a file, from the Filing Cabinet tab:

1. Locate and select the required file.

2. Click Review in the top right-hand corner.

3. Select the Actionees responsible for reviewing the file.

Note: More than one actionee can be selected.

4. Enter the details for the review and notes for the actionee(s).
5. Select the due date from the calendar tool.
6. Click OK to save the review.

7. A summary of the review applied will be displayed
8. Click the Edit icon to edit or delete the review.
9. Click Add another review to add an additional review date to the same file.
10. Click Close to close the review screen.

11. A clock icon will display on screen next to all files with review's set.

12. The action item will appear on each actionee's action list with a link to the file.

2. Moving files

Files saved in the wrong folder can easily be moved to a new location.

To move a file, from the Filing Cabinet tab:

1. Locate and select the required file.

2. Click Move in the top right-hand corner.

3. In the pop-up window, locate the new location (folder).

4. Click OK to move the file.

3. Copying files

To copy a file, from the Filing Cabinet tab:

1. Locate and select the required file.

2. Click Copy in the top right-hand corner.

3. From the pop-up window, select the location for the new folder.

4. Click OK.

5. Navigate to the new file within the directory.

6. Rename the file by using the Edit function.

4. Deleting files

To delete a file, from the Filing Cabinet tab:

1. Locate and select the required file.

2. Click Delete in the top right-hand corner.

3. Click OK to confirm the deletion.

5. Further reading

• Editing, reordering and deleting pages in the management system of Intranet
• Deleting new items in the Intranet dashboard
• Using Intranet system settings