Creating & Managing Folders

Document Storage in Polaris – centralized, efficient, and seamlessly integrated

Polaris provides a structured and centralized document storage system, ensuring easy access to essential files and resources. All documents are stored in a single, non-redundant repository, eliminating duplicate versions and ensuring consistency. With seamless integration, content from the document archive can be directly referenced in other articles, allowing users to quickly access relevant information without switching between multiple sources. This approach enhances organization, improves efficiency, and ensures that all materials remain up to date and easily accessible.

That is crucial when handling documents, folders, and the archive:

• Documents are stored in hierarchically structured folders.

• The visibility on the web page (frontend) can only be set at the folder level.

• The visibility of the folders in the hierarchy can only be the same or lower. That means, a folder cannot have greater visibility than a higher-level folder.

• The visibility on the web page (frontend) is generally controlled by the flag "Content is published" (folder settings > tab “Visibility”).

• Archived folders do not appear on the website (frontend) and are highlighted in blue in the administration (backend).

Organize Folders

• Click the “+ Create folder” button to establish a new folder at the current hierarchy level where the selected folder is located in the left folder structure.

• To include files in the chosen folder, press the “+ Add document” button or drag the files or click on the highlighted area below.

• With a click on the “Update folder” button, you can modify the settings of the chosen folder.

• With the “Sort by” button, you can arrange the files in the selected folder in your preferred order.

• Folders can be moved on the same hierarchy level with the mouse. A green tick or red cross shows whether this operation is allowed or not. This allows you to change the order of the folders.

• The folder can be moved to another hierarchy level by editing it and assigning another superordinate folder.

• The root folder cannot be moved, it must not be renamed, nor contain any files. Folders cannot be deleted as long as they are not empty (button “Delete folder” does not appear).

• The maximum hierarchy level is not limited, but >5 makes no sense and is cumbersome. By default, only the first 4 levels are displayed.

• If a folder is marked as "archived", all subfolders it contains are automatically marked as "archived". However, the reverse is not true!

Organize Documents

• A document can be a file or a link!

• Different formats of the files are supported. The use of PDF documents is recommended.

• Documents cannot be modified directly within Polaris. They need to be downloaded, altered locally on the computer, and subsequently re-uploaded to Polaris.

• Replacing documents during upload is possible.

• New documents are added to the top of the list.

• The sequence of the files can be altered using the mouse ( ). Utilize the appropriate icon to drag and drop ().

• The maximum file size of a document is limited to 20 MB.

• It is feasible to upload multiple files simultaneously. You can either drag a number of files into the upload area or click on the area to choose several files.

• The last uploaded file comes first in Polaris.

• The document can be moved to another folder or hierarchy level by editing it and assigning another parent folder.

NOTE

For uploading, the chosen files need to be stored temporarily. This storage capacity is restricted to about 100 MB. Consequently, the total size of all files chosen at once must not surpass 100MB. This also imposes a limit on the quantity of files that can be selected.

APPLIES TO IMAGES

Images that exceed the width of 2000 px are automatically and proportionally reduced to this size when uploaded. This results in a maximum size of approx. 4 MB per image.

This applies to all images in Polaris.

PRACTICAL ADVICE

• Do not drag multiple files into the window using the mouse if you wish to maintain the order of the files.

• Work in increments of a maximum of 10-20 files at once. This way, if an issue arises, it will be easier to fix. In Polaris, each file needs to be removed one at a time.

• Try it first in a test folder.

Organize Archive

The archive function is used to structure documents over time.

• Archived files are stored in directories labeled as "archived."

• The "archived" label can be applied and subsequently removed in the folder settings (click on the “Update folder” button).
  

• The archiving process is manual. This means that old documents are not automatically moved to the archive.

• If a folder is marked as "archived", all folders in its hierarchy are automatically marked as "archived". However, the reverse is not true!

• Archived folders do not appear on the website (frontend) and are highlighted in blue in the administration (backend).

• Archived folders are not taken into account when searching for documents, unless you explicitly specify the search in the archive. In this way, archived documents can be found and used by the users.