Manage your Contents

How to manage your contents

As an administrator, you have a range of options available to effectively manage your content in the Showell App for Web 'Edit' mode.

Quick tip: While in 'Edit' mode, you can still preview or access a file or folder, by simply clicking on the contents name or row. This will instantly open and allow you to view the content you are editing. Keep reading to explore all the different ways you can manage your content effectively.

These options are also available to all users on all platforms when using My Files.

1. Open 'Edit'-Mode

In the Showell App for Web, Open 'Edit' Mode from any location in your content structure.
Tip: Once you are in 'Edit' Mode, you can go back to 'View' Mode by clicking the same button.

2. Search and Filter

To quickly find the file or folder you're looking for, take advantage of the quick search function. Keep in mind that this feature helps you locate the title or name of content in the opened folder, but not its subfolders.

3. Sort and View options

You have the flexibility to arrange the contents in any order you prefer. The default order can be customized to suit your needs (refer to point 4 for more details).

Additionally, you can change the visual appearance by switching between List, small grid, or large grid view modes.

4. Add contents and customize the folder you currently are viewing

'+ Add' button: you can add a variety of items:

• Add folder
• Add Smart Folder
• Upload files - Quick tip: You can also drag and drop your files
• Add link: You can add a link to a Website, or add a link to Showell contents
• Google Drive options: Add a Google Document, Spreadsheet, Presentation, Drawing or Template

 'Arrange' button : Customize the default order of your contents: 

• Once you have activated the 'Arrange' button, simply click and hold the 'drag'-icons that are located next to the folder of file you want to move, then drag them to the desired location. This will be the 'default' order when opening the folder in 'view'-mode.
• For more information: Organize your files

'Settings' button : This will open the settings of the folder you are currently viewing:

• All the way on the top, you can click the '3 dots' to quickly add this folder to collected, Share it, Edit its access, or then rename, copy, move or remove it.
• Edit the folder's basic settings such as Title, Description, Languages and Keywords
• Toggle if the folder should 'Keep on device' and if it's 'Shareable'
• Change the folder access (Owner & Groups) privileges
• Provide the folder with a Thumbnail or Background
• Change its Filename, and therefore also its link. If you have shared this folder, keep in mind that changing the filename might make the folder inaccessible for the Share receiver.
• Choose if you'd like to 'Hide' this folder. This feature is useful when you want to prevent sensitive information from appearing accidentally during presenting and navigating the Showell App, Or if this folder should remain hidden for the other users on the Workspace. Enabling this option will also remove the folder from search results.
• View the folder Metadata
• Remove the folder

5. File Settings and Options

'Settings' icon : available for every file/folder; This will open its settings:

• All the way on the top, you can click the '3 dots' to quickly add this file or folder to collected, Share, Edit its access, Preview, Download or then rename, copy, move or remove it.
• Edit the file or folder's basic settings such as Title, Description, Languages and Keywords
• Toggle if the file or folder should 'Keep on device' and if it's 'Shareable'
• Change the folder access (Owner & Groups) privileges
• Provide the file or folder with a Thumbnail or Background
• Change its Filename, and therefore also its link. If you have shared this file or folder, keep in mind that changing the filename might make it inaccessible for the Share receiver.
• Choose if you'd like to 'Hide' this file or folder. This feature is useful when you want to prevent sensitive information from appearing accidentally during presenting and navigating the Showell App, Or if this file or folder should remain hidden for the other users on the Workspace. Enabling this option will also remove the file/folder from search results.
• View the file or folder Metadata
• Remove the file or folder

'3dots' icon: available for every file/folder. This will open its options:

• Quickly add this file or folder to collected, Share, Edit its access, Preview, Download or then rename, copy, move or remove it.

6. Multi-select quick options

By clicking the checkbox next to multiple files and/or folders, you are able to perform mass action on all the selected items:

• Move, Remove or Copy all the selected files
• Share
• Download (under the '3 dots')
• Collect (under the '3 dots')
• Modify Properties (under the '3 dots'). This option allows you to modify multiple properties simultaneously making it easier to mange content in bulk: 
  • Shareable: Choose if the selected files are Shareable
  • Share format: Choose if the selected files can be shared in their original format
  • Keywords: Provide additional, or overwrite existing Keywords
  • Expiration: Set an Expiration Date
  • Languages: Add Language tags

 

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Showell Admin: Manage your contents

In Showell Admin, you have a wide range of options available for managing your content.

Click here if you'd like to know how you can upload your contents. If you want to explore all the different possibilities, such as updating contents, keywords, language tags, linking, and more, be sure to check out our 'Content Management for Admins' section in our Help Center.

In Showell Admin, Navigate to the section you'd like to manage

Manage one or multiple files at the same time

1. Select one or multiple files by checking the ✔️-mark in the top right corner of the file/folder
   • Tip: you can also click 'Select all' from the top right.
2. A taskbar at the bottom of the page will provide the following managing options:
   • Delete: Use this option to delete your selected content. If you accidentally deleted folders and/or files that you want to restore, you can do so by going to your Trash Folder. 
   • Move: Choose the location you would like to move the content to > OK > Close. You can also create a new folder while moving your content
   • Copy: Choose the location you would like to copy the content to > OK > Close. You can also create a new folder while copying your content
   • Share: Click here for further instructions on sharing your contents from Showell Admin
3. Click 'Settings' in the taskbar at the bottom of the page. This will open a window will multiple options:
   • Allow Sharing: Choose if the selected items can(not) be shared. 
   • Keywords:
     • Add keywords will add keywords aside already existing keywords
     • Set keywords will overwrite already existing keywords
   • Expires: Choose an expire date, leave blank to have no/remove the expire date
   • Document languages: set the language for your document. Multi-Language Feature is a Showell Add-On.

Manage all settings of an individual file

4. By clicking the name of a file or folder, you will be provided with multiple quick options, such as opening its Settings, Download, Share, remove or thumbnail options.

• To access all the options and settings for a file or folder, simply click on 'File Settings'. This will allow you to personalize and customize the settings according to your specific needs and preferences.

5. To manage the settings of the folder you are currently viewing, simply click on the Settings-button located in the top right corner of the folder. This will enable you to personalize and customize the folder settings according to your specific preferences and requirements.