Managing Files in Spaces

Available on: Standard  Advanced  Enterprise

• Adding Content to a Space
• Updating content in a Space
• Visibility in a Space
• Space Folders
• Deleting Files from Spaces

Adding content to a Space
The next step after creating a Space is to add content to it. Users on Standard can have 200 assets added to a Space, and users on Advanced or Enterprise can have 1000 total assets added. For more information, see File upload limitations.

Steps to add content to a Space

1. Go to the Spaces tab.
2. Create or select an existing Space.
3. Select Add content.
4. From here you can choose content or entire Team or personal folders and upload into the Space.

Uploading Entire Folders directly into the Space

Updating content in a Space
Much like any DocSend link, content in Spaces can be disabled or updated even after the link has been sent.

Steps to update content in a Space

1. Go to the Space.
2. Selecting the top toggle will disable the entire Space.
3. Individual pieces of content can be disabled within a Space by using the toggles next to each individual piece of content.
4. Additional content can be added to a Space by clicking the add content button and following the steps outlined above.
   
   Note: New versions of content can be updated in the content tab.

Visibility of content in a Space
By default, all personal Spaces and content added from a Personal folder are read-only. By being added to a team or Space, you'll have the ability to share and collaborate within that Space.

Space Folders  Available on: Advanced, Enterprise
With Space folders, users can group documents into organizable folders within Spaces. Combined with Space sections, Space folders can be used to highlight documents through different stages or topics, while providing a more navigable viewing experience for visitors. Users can manage their folders within a Space on the left hand pane after they have been created.

Space folders can have up to 200 assets added. Including the Home folder, Spaces can have a total of up to 1000 assets added. In order to reach the total asset limit for Spaces, users will need to create additional folders. For more information on Space limits, please check out our article on File upload limitations. 

Here’s how it works:

1. Select a Space - Choose an existing one or create a new Space
   
   
2. Create a Space folder - Select Create Folder and name the folder. Users can create and nest additional subfolders for additional documents. Each subfolder will appear underneath the folder tree and can be reorganized into different sections and folders.
   
3. Choose or upload documents to add to the Space folder - Users can move existing documents already within the Space or upload new ones to add to a folder. Important: Each Space folder can only hold 200 assets.
   
4. Organize folders & documents  - Folders can be moved between all folder levels on the folder tree. However, Space sections in folders cannot be dragged or moved between folders. Documents can be moved between different sections within the same Space folder and also between all other folders.
   
   Select a folder or document > Drag the file onto the left-hand pane where the folder tree is visible > The document or folder will automatically update and provide a message of the update.
   
   

Space Folders FAQ

• Does a folder count as an asset towards the Space/folder capacity?
  • Yes. Each Space folder can have up to 200 assets. For example, creating a folder under the Home folder will count towards the 200 asset capacity. We recommend creating Space folders before adding documents. 
    

• Can Space folder names be edited?
  • Yes, Space folders can be edited anytime. Users can edit a Space folder name by selecting the ‘Edit name” icon, which is located next to the folder name on the right side. Note: The Home folder cannot be edited.
    
    

• Are folders searchable within a Space?
  • At this time, you can not search for a specific folder in a Space.  Grouping folders into sections can be a way to improve viewer navigation.
    
    
• Can you link directly to a specific Space folder?
  • Not at this time.

• Are folders carried over when a Space is duplicated?
  • Yes. See Duplicating Spaces for more information
    
    
• Will Space collaborators be able to manage Space folders?
  • Yes, collaborators are able to manage settings, documents, and folders within a Space. See Collaborating within a Space for more information.

• What happens to my Space if I downgrade from Advanced to Standard?
• Spaces utilizing Space folders will be disabled. However, users can remove the assets and delete the folder to reactivate the Space.  
  • NOTE: If a user has more than 200 assets in a folder, they will not be able to do this as they will exceed the 200 asset limit on Standard.  
    
• Alternatively, you can select and move your files from your existing Space folders into the Home folder section. Please note, the Standard plan allows for a maximum of 200 files within a Space (see File upload limitations)
• Once the files have been migrated, you can remove the Space folders by dragging them into the Trash folder.

Deleting Files from Spaces
Space owners and collaborators can delete documents and folders within a Space by moving them into the trash folder. The trash folder is designed to help users more effectively manage and streamline files within a Space by allowing them to archive files. Important: Assets moved into the trash folder will not be visible or accessible to visitors.

Here's how it works

1. Deleting a file - The Space owner or collaborator can delete the files by dragging and dropping the assets into the trash folder.
   
   •  Alternatively, users can select the ellipses on the right hand side to access the menu option to select Move to Trash, which will delete the file from your Space.
     
2. Deleting Folders - Similar to files, users can delete entire folders by dragging active folders into the trash folder.
   
   
   
   • In a Space folder - Selecting the Move to trash button can be used to delete the file.
     
   • In the Home folder - users can select the ellipses on the right hand side to access the menu option to select Move to Trash.
     
     

Restoring documents from the trash folder
Deleted files and folders can be recovered anytime by accessing the trash folder. Recovered files within the Space will be restored to the original state that the file was in prior to being deleted. 

Here's how it works

1. Documents and Folders can be recovered by dragging and dropping the document or folder from the trash folder to any of the active folders.
   
   
   • In a folder, all files in a folder can be immediately recovered if needed by dragging any folder from the trash folder into an active folder.
     
   • In a document, an individual file can be immediately recovered by dragging the file from the trash folder into an active folder.
     
     
2. Documents and Folders can also be recovered by selecting Restore on the menu options located on the right-hand ellipses.
   
   
   • In a folder, all files in a folder can be immediately recovered if needed by selecting Restore on the right-hand side.
     
   • In a document, an individual file can be immediately recovered by accessing the menu options on the right-hand ellipses. 
     

Deleting files in Space FAQ

• Will files or folders in my trash folder affect my Space upload limits?
  • No, Documents and folders that are in trash folder will not count against the content limit for the Space (see File Upload limitations).
    
    
• Will visitors be updated automatically once I manage (edit or remove) files within my Space?
  • No, visitors will not be actively notified as changes are made within a Space. 
    
    
• Are deleted files in Spaces searchable using the search bar?
  •  Items in the trash folder will also not yield results when using the search functionality. However, recovering files will make them searchable again. 
    
    
• Will deleting files within a Spaces affect historical visitor data?
  • No, deleting files within a Space will not impact historical visit data. However, deleting documents in the content tab will remove visitor data. 
    
    
• Will duplicating a Space copy files in the trash folder?
  • No, all documents and folders in the trash folder will not be copied over if a Space is duplicated.
    
    
• Can I manage and edit the files in the trash folder?
  •  Owners and collaborators within a Space will be able to reorder and edit all text fields  for documents and folders. However, new content cannot be added directly to trash folder. 

• Can documents and folders from the trash folder be recovered? 
• Yes, all files and folders can be recovered from trash. Recovered files within the Space will be restored to the state that the file was in when it was deleted. For example, if a document was inaccessible when it was moved to the trash folder it will be inaccessible when it is restored back into an active folder.

Related Articles: 

• What are Spaces?
• How to create a Space
• Collaborating in a Space

Next Steps: Learn how to duplicate Spaces to create Templates