What's in this article?
The Files Interface Redesign is an opt-in experience (until July 1st, 2024) that transforms how you interact with Canopy Files, for a more intuitive and user-friendly experience. Let's discuss how to opt in and out of the Files Interface Redesign and take a look at all the neat features to use!
Opt-in to the Files Interface Redesign
From Global Files
1. Go to Files, choose Client Files, and then click the gift box icon on the bottom right.
2. Select the option to Try it out.
From Client Records
1. Go to a Client Record, choose the Files tab, and click the gift box icon on the bottom right.
2. Select the option to Try it out.
It's that simple! 💥
Return to default: To opt out, go back to the gift box icon and choose Return to default. This is available anytime until May 29th, 2024.
Navigate the Files Interface Redesign
After opting in, you'll notice a new look for Files. Review the guide below to learn about these features and their uses.
In Global Files
Highlights:
Client, Internal, and My Files are all visible
Inbox organization for all clients in one view
Ability to navigate directly to a client record view
Files Visibility
Client files, Internal files, My files, Recently viewed, and Archived files are now all accessible from the global files view.
Inbox Organization
You can view all client File Inboxes in Global Files. This is especially helpful when many clients upload documents and you need to use a drag-and-drop organization to get all files where they need to be.
When you select a client from the File Inbox, that client's folder structure and file inbox populate for you. You can preview and rename files from the file inbox, and you can navigate to other files in their file inbox from the preview window as well.
The first level of navigation shows a list of clients and how many files team members or clients uploaded. The number of files listed shows recently uploaded files that still need organization.
You'll also see a red bubble on the inbox icon, indicating how many files you need to organize.
For example: I see Annie Armin has 3 files that either she or a team member uploaded. Now, I need to go to her file inbox and sort the documents. To do this, I:
Click on Annie Armin
Expand the File Inbox on the left, and
Use drag-and-drop organization to sort her files
Notice that the Files Inbox shows who uploaded the file underneath the upload date.
Client Record View From Global Files
Navigate directly to a Client Record, while saving your place in Global Files. Click on a folder, and then you'll see the client name on the top right of the page. Choosing the name opens a new tab in your browser—now you won't lose your place in Global Files while looking at the Client Record!
In Client Records
Now that we know how to opt into the Files Interface Redesign and how it looks from Global Files, let's get familiar with the Files tab in a Client Record.
Highlights:
Better drag-and-drop organization
Improved multi-select experience
Overlay mode for the File previewer
Easily find Archived Files
Note: The blue banner is no more! Email and app notifications still come in based on your settings.
When you first see the Files tab on a Client Record, notice the three main areas of the Files Interface Redesign:
a. File Inbox: Any files uploaded to a client's record by a client, team member, or other user, that still need organizing. Click the
icon for the inbox to slide out/in!
b. Folders list/folder hierarchy: Add a new folder, folder templates, and Expand/Collapse all folders here.
c. Contents: All files for the client.
Drag-and-Drop Organization
When you have the client's file inbox open, drag and drop a file from the inbox into the folder hierarchy or its contents.
You have the option to Select all files to move at one time and can preview and rename a file before dropping it into the folder structure.
Canopy Tip: Feel free to use these shortcuts when dragging and dropping files in the client's folder structures!
Command + Shift + Click to select all files at once.
Command + Click to select multiple but separate items in the list
Shift + Click to select a range of files
Multi-selection
When selecting multiple files/folders, bulk actions populate on the top right under the blue Add button, but they also appear when you right-click the selection and when you click the three stacked dots (kebab menu) in line with the selected files/folders.
Right-click a single folder for actions like Rename, Download, Move, Folder Access, Retention Rule, and Archive. Selecting multiple folders gives you the options to Download, Move, or Archive.
Actions on single Files include: Rename, Download, Move, Edit file, Preview, View details, eSign request, Share file, Send file link, Lock file, and Archive.
When selecting multiple files, your options are to: Download, Move, Share file, Make visible to client, Combine files, and Archive.
Overlay Mode
When you click to preview a file, it populates in an overlay view rather than fullscreen. This helps avoid confusion when users close the file previewer. Just hit the 'x' on the top right—no need to go to the previous page in the browser!
Actions in the File Previewer include: Rename, Edit file, Remove from client portal/Make visible to client, Download, Print, Open in new tab, and View details. For help with annotations, visit this article.
Archived Files
Access the client's archived files by going to the Files tab of their record and selecting the Archived files option at the bottom of the Folder list.
In Archived files, you can right-click a file to Preview, Restore file, or Permanently delete the file. You also have these same options under the blue Return to active files option. Selecting multiple files gives you only the Restore file and Permanently delete options.
Once you're finished with this view, click the option to Return to active files.
And that's all there is to it! The Files Interface Redesign gives us a more user-friendly experience. Take it for a spin yourself and have some fun with the Files Inbox, File Previewer, Drag-and-Drop organization, and more.