Skip to main content

File Management

The File Management module is a branch-scoped shared document library. Staff teams upload documents, control visibility, open previews, and let authorized viewers download what they need. When necessary, documents can also be shared with guardians and students.

Who can use it?​

  • Director / Admin
  • Manager
  • Teacher
  • Guardian
  • Student

Admins and managers can see every document in their branch. Teachers only see:

  • files they uploaded
  • files explicitly shared with them
  • files shared with All branch staff

Guardians and students only see files that were explicitly shared with them.

Branch quota and per-file limit​

  • Every branch starts with a shared 10 GB document quota.
  • Each file can be up to 200 MB.
  • New uploads are blocked when the branch quota is full.

Required upload fields​

Each upload includes:

  • Document name
  • Description
  • File
  • Visibility
  • optional Auto delete at

Visibility options​

  • Only uploader
  • Selected people
  • All branch staff

Files with the Created by announcement badge were created from the announcements module. The same files also appear on the related announcement detail page.

For normal branch documents, the recipient configuration can be reopened and updated later. The uploader plus admins/managers can change visibility and selected recipients after the initial upload. Recipient details are only shown to that same group.

Announcement-created files are different: the actual recipient list cannot be viewed or edited here because the audience is inherited from the parent announcement. File Management only shows the inherited-audience note to authorized users.

When Selected people is used, recipients are chosen one by one. The picker can include:

  • branch staff
  • branch students
  • guardians linked to branch students

The uploader, admins, and managers are hidden from this picker. They already have access to branch documents and do not need to be selected again.

In preschool institutions, students are not selectable. Share those documents with guardians instead.

Preview and download​

  • PDF files can be previewed inside the app.
  • Image files can be previewed inside the app.
  • Preview content is loaded only after the user clicks Preview.
  • Anyone who can see a file can also download it.

Automatic deletion​

You can optionally define an automatic deletion time. When that time arrives:

  • the document record is removed
  • the physical file is also deleted from storage

Announcement-created files keep auto-delete empty. They are removed from both the database and physical storage when the related announcement is deleted.

What happens if a branch is deleted?​

When a branch is deleted from the platform side, cleanup for that branch's documents starts as well, so the related storage is removed together with the branch lifecycle.