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Managing Shared Files

The file management system in Gohorto allows you to access, organize, and share important documents with mentors, program administrators, investors, and team members. This guide covers how to manage files effectively.

Understanding File Management

Purpose of File Sharing

Files are shared for various reasons:

  • Program Requirements: Submit required documents for program participation
  • Mentor Reviews: Share documents for mentor feedback and review
  • Investor Access: Provide investors with due diligence materials
  • Team Collaboration: Share files with team members
  • Resource Access: Access program resources, templates, and materials

File Types

Common file types shared on the platform:

  • Business Documents: Business plans, pitch decks, financial statements
  • Progress Reports: Progress updates and reports
  • Legal Documents: Contracts, agreements, legal filings
  • Marketing Materials: Brand assets, marketing collateral
  • Product Materials: Product specs, demos, screenshots
  • Training Materials: Course materials, guides, resources

Accessing Files

File Repository

  1. Navigate to Files
  2. Click "Files" in main menu

  3. Or access from dashboard

  4. View File List

  5. See all files you have access to
  6. View files shared with you
  7. See files you've shared

File Organization

Folders: - Files may be organized in folders - Browse by folder structure - Navigate folder hierarchy

Categories: - Files organized by category - Filter by file type - Search by category

Projects: - Files linked to specific projects - Access project-related files - Organize by project context

Viewing Files

File List View

File Information Displayed: - File name - File type/icon - File size - Upload date - Uploaded by - Shared with - Download count (if applicable)

File Details

Click on a file to view details:

File Information: - Full file name - Description (if provided) - File size - Upload date and time - Uploaded by (user name)

File Actions: - Download file - Preview file (if supported) - Share file - Delete file (if you have permission)

File Preview

Supported Formats: - PDF files - Images (JPG, PNG, GIF) - Text files - Some document formats

Preview Features: - View file without downloading - Zoom in/out - Navigate pages (for multi-page documents) - Print from preview

Uploading Files

Upload Process

  1. Click Upload
  2. Click "Upload" or "Add File" button

  3. Or drag and drop files

  4. Select Files

  5. Choose files from your computer
  6. Can select multiple files

  7. Check file size limits

  8. Add Details (if required)

  9. File name (can rename)
  10. Description
  11. Category or folder

  12. Tags or labels

  13. Set Permissions

  14. Who can access the file
  15. View vs. download permissions

  16. Share with specific users or groups

  17. Upload

  18. Click "Upload" to start
  19. Wait for upload to complete
  20. Verify upload success

File Upload Requirements

File Size Limits: - Maximum file size (varies by platform) - May differ by file type - Large files may need compression

Supported Formats: - Documents: PDF, DOC, DOCX, XLS, XLSX - Images: JPG, PNG, GIF, SVG - Presentations: PPT, PPTX - Other formats as specified

File Naming: - Use descriptive file names - Include version numbers if applicable - Use consistent naming conventions

Upload Best Practices

  1. Name Files Clearly: Use descriptive, consistent names
  2. Organize Before Upload: Organize files on your computer first
  3. Check File Size: Compress large files if needed
  4. Verify Format: Ensure files are in supported formats
  5. Add Descriptions: Provide context with file descriptions
  6. Set Permissions: Configure access appropriately
  7. Verify Upload: Confirm files uploaded correctly

Sharing Files

Sharing Options

Share with Specific Users: - Select individual users - Grant view or download permissions - Send notification

Share with Groups: - Share with mentor groups - Share with program participants - Share with team members

Public Sharing: - Make file publicly accessible - Generate shareable link - Set expiration date (if supported)

Sharing Process

  1. Select File
  2. Click on file to select

  3. Or select multiple files

  4. Click Share

  5. Look for "Share" button or option

  6. Choose sharing method

  7. Configure Sharing

  8. Select recipients
  9. Set permissions

  10. Add message (if applicable)

  11. Share

  12. Confirm sharing
  13. Recipients notified

File Permissions

View Only: - Recipients can view but not download - Useful for sensitive documents - Prevents unauthorized distribution

Download: - Recipients can download file - Standard sharing option - Allows offline access

Edit (if supported): - Recipients can edit file - Collaborative editing - Version control

Organizing Files

Creating Folders

  1. Create Folder
  2. Click "New Folder" or "Create Folder"

  3. Enter folder name

  4. Organize Files

  5. Move files into folders
  6. Drag and drop or use move option
  7. Create folder structure

File Categories

By Type: - Documents - Images - Presentations - Spreadsheets

By Purpose: - Business Plans - Financial Documents - Marketing Materials - Legal Documents

By Project: - Project-specific folders - Organize by program phase - Group related files

File Tags and Labels

Adding Tags: - Tag files for easy searching - Use consistent tag names - Multiple tags per file

Using Tags: - Filter files by tags - Search by tags - Organize related files

Searching Files

Search Functionality

Search by Name: - Enter file name or part of name - Search results displayed - Filter results

Search by Content (if supported): - Search within file contents - Find files containing specific text - Advanced search options

Filter Options: - Filter by file type - Filter by date - Filter by uploader - Filter by tags or categories

Downloading Files

Download Process

  1. Select File
  2. Click on file to view details

  3. Or use download button in list

  4. Download

  5. Click "Download" button
  6. File downloads to your computer
  7. Check download location

Download Options

Single File: - Download individual files - Standard download process

Multiple Files: - Select multiple files - Download as ZIP (if supported) - Batch download

Bulk Download: - Download entire folder - Download all files in category - May create ZIP archive

File Versioning

Version Control

Multiple Versions: - Upload new versions of files - Keep version history - Access previous versions

Version Management: - View version history - Compare versions - Restore previous versions - Delete old versions

Version Best Practices

  1. Version Naming: Include version numbers in file names
  2. Version Notes: Add notes about changes
  3. Keep Current: Maintain current version clearly
  4. Archive Old: Archive or delete outdated versions

File Security

Access Control

Permission Settings: - Control who can access files - Set view vs. download permissions - Restrict sensitive documents

Privacy Settings: - Make files private or public - Control visibility - Manage sharing settings

Best Practices

  1. Sensitive Documents: Restrict access to sensitive files
  2. Regular Review: Review file permissions regularly
  3. Remove Access: Revoke access when no longer needed
  4. Secure Sharing: Use secure sharing methods
  5. Backup Important Files: Keep backups of critical documents

File Management Best Practices

  1. Organize Regularly: Keep files organized and categorized
  2. Name Consistently: Use consistent naming conventions
  3. Delete Unnecessary: Remove outdated or unnecessary files
  4. Update Regularly: Keep files current and up-to-date
  5. Backup Important: Maintain backups of critical files
  6. Set Permissions: Configure access appropriately
  7. Document Changes: Note changes in file versions
  8. Clean Up: Periodically clean up old files

Troubleshooting File Issues

Common Issues

Issue: "Cannot upload file" - Solution: Check file size limits. Verify file format. Try compressing file.

Issue: "File not found" - Solution: Check if file was deleted. Verify access permissions. Search for file.

Issue: "Cannot download file" - Solution: Check download permissions. Verify internet connection. Try different browser.

Issue: "File corrupted" - Solution: Re-upload file. Check file on your computer. Contact support.

Issue: "File too large" - Solution: Compress file. Split into smaller files. Use file compression tools.

Next Steps