Who is this article for?

Administrators who want to learn to generate file links and update files and add tags.

Administrator permissions are required.

Maximising the utility of your Lucidity Intranet Filing Cabinet goes beyond simple file storage, encompassing advanced features that enhance document accessibility and management. This guide will demonstrate how to generate shareable file links, efficiently edit and update documents in place, and leverage tags to improve searchability, enabling your team to fully harness the power of your digital filing system.

1. Generate file links
2. Edit and update files and add tags
3. Further reading

1. Generate file links

Often it is necessary to link to a file that is located within the Filing Cabinet, to share a document with a client for example. These links can take two forms:

1. Private Links: end-user must have access to Lucidity Intranet to download the file.

2. Public Links: anyone with the link can download the file.

To generate a file link, from the Filing Cabinet tab:

1. Locate and select the required file.
2. Click the black arrow next the Open in the top right-hand corner.

3. Click Generate Share Link.

4. In the pop-up window, click Make Public if the link is to be made public. By default, the link will be private.
5. Copy the link by copying the text or clicking the copy icon.
6. Click Remove Link if the file is not required to be shared any longer (a new link will need to be generated and distributed to re-share the file).

2. Edit and update files and add tags

File Update Best Practices:

1. Update files in place rather than deleting and re-uploading to maintain link integrity across the system.
2. Before updating, create a copy of the original document in an archive folder to preserve version history.

Enhancing Searchability:
Use tags to improve file discoverability. For instance, tagging an "HR Policy" file with "leave" ensures it appears in searches for leave-related information, even if the term isn't in the filename.

To archive and edit a file, update a file or add a tag, from the Filing Cabinet tab:

1. Locate and select the required file.

2. Follow the Copy File steps listed below to place a copy of the original document into an Archive folder.

3. From the original document, click Edit in the top right-hand corner.

4. In the pop-up window, rename the file as required.

5. Add required tags.

6. Click Upload File to upload a new version of the file.

7. Click OK to save the changes.

8. Tags will be displayed on screen next to the associated file.

3. Further reading

• Using styling tools in Intranet
• Managing, adding and uploading files to the Intranet filing cabinet
• Moving, copying and deleting folders in the Intranet filing cabinet