Add file groups

Create file groups to organise your technical files into an easy-to-understand overview. This is particularly useful when there are many technical files that need to be searched.

Feature access

This feature is available for all plans. Only the admin or users with admin rights can add a file group.

Before you begin

Discuss with your team for what purpose you will use the file groups. 

Video instructions

A short step-by-step guide will follow soon!

Steps

Add file groups to your company account

1. Go to Settings (Wrench icon).
2. Click Company account.
3. Click on the File Groups tab.
4. Click the Add Group button.
5. Set a name for the file group you wish to create (example: Decoration).
6. Click Save to add the file group.

The page refreshes an you see the file group added to the list. The list shows the number of technical files with this file group. 

Click the Edit icon to change the file group name, or the red cross icon to delete the file group.

Add a file group in a single technical file

1. Click on the Technical files tab.
2. Open a technical file without a file group.
3. Click the Edit product data button on the Product tab.
4. Open the dropdown menu at File group en select the correct file group.
5. Click Save.

Add a file group to multiple technical files in batch

1. Click on the Technical files tab.
2. Use the Find field or custom tabs to filter the technical files that should get the same file group.
3. Click on the box to select all filtered technical files you wish to add the same file group to.
   or
   Individually tick the boxes of the technical files you wish to add the same file group to.
4. Scroll down to the bottom of the page until you see Choose action:.
5. Click on the menu and a list appears.
6. Click on Set file group.
7. Click the Execute button next to the menu. 
8. Click Yes in the pop-up to confirm your selection of technical files.
9. Select the correct file group.
10. Click Save.
    

Tips and best practices

• Searching via the Find bar can result in Technical files that do not match the file group you wish to create.
  Be mindful when selecting Technical files.
• It recommended to use File groups for your internal categories, such as 'Decoration' or 'Electronics'. 
• In the File groups overview a number of technical files connected to User Groups is shown. This is related to the User Groups tab. Here you can add a specific file group to a user group. For example give the purchasing team in that specific category only access to the technical files from their own category.
• You can also add File groups in the CSV import. This way your organisation's product categories from your product system are automatically import with the other product data.
   

Troubleshooting

• New file group not showing?

Refresh the page. 

• Can't delete a file group?

The file group is assigned to one or more technical files. Remove the file group from the related technical files first and then you can remove the file group by clicking the red cross at the end of the row.

• Assigned the wrong files group to multiple technical files?

Repeat the batch action set out above.

• When I try to select the technical file it doesn't give a check mark. 

Make sure you are using the box all the way at the beginning of the row. If your technical file is in pre-draft modus the progress square is also a white box.

Still having issues? Contact ProductIP via helpdesk@productip.com. 

FAQ

• What are file groups used for?

File groups are used to organise technical files into freely definable groups, such as 'Decoration' or 'Electronics' or other product groups. They can be used to filter the technical file overview and in particular to restrict access and visibility to specific user groups. 

• Can I rename a file group?

Yes. Go to Settings > Company Account > File Groups and click the Edit icon next to the file group you want to rename.

• Can I delete a file group?

Yes, but only if it is no longer assigned to any technical files. Remove the file group from all related technical files before deleting it.

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