File Repository Overview

Files is a central repository of all files, irrespective of their associations. Files allow you to search through all of the files uploaded to Gatekeeper so that you can easily locate them.

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Estimated Read Time: 8 Minutes

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Sections in this article:

• Access the File Repository
• Find Files
• View File Information
• Previewing a File
• Upload New Versions of Files
• View File History
• Delete a File
• Rename a File
• User Restrictions on Editing Files

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The File repository gives an overview of all files within your Gatekeeper tenant, but you cannot add files from this area. If you require guidance on adding files to specific objects (e.g. contracts, vendors, etc), see Add and Manage Files.

Access the File Repository

To access the File repository, from the navigation menu, click Files.

Find Files

Search Files List

You can find a file using the search box to search by:

• file name
• file owner

Filter By Expiry Date

You can refine the files list using the following time filters:

• Overdue: items that have already expired
• 30 Days: items that will expire within the next 30 days
• 60 Days: items that will expire within the next 60 days
• All: the default of no time filter

Each filter displays the number of files it contains.

Configure Columns

You can amend the columns shown within the files list to include other data, for example eSign data.

1. Click the Configure Columns icon
2. Select the checkbox for each column you want to display. 
3. Click Save.

Apply Persistent Filters

You can apply a persistent filters to the files list. 

1. Click the Configure Sticky Filter icon.
2. Configure the filter by selecting the relevant values from the dropdown lists. You can select multiple values for each filter.
   1. File Type - the type of file based on your own customised list.
   2. Added by: the name of the user who added the file.
3. Click Save.

View File Information

Use the arrows to expand and collapse the file details, such as the object (e.g. vendor or contract) it is linked to. 

All files designated as Master Records will have a corresponding label. 

Preview a File

It is possible to preview PDF files within Gatekeeper. To do this, click the name of the file or the eye icon.

This will open the in-tab viewer, with options to navigate, search content, print, and download the document.  

Other file types would need to be downloaded and previewed in another application. To do this, expand the 3 dots and select Download. 

Upload New Versions of Files

You can upload new versions of files if needed. All previous versions will be retained, and can be viewed or downloaded. 

1. Expand the 3 dots and select New Version.
2. Click Choose file to locate the new version on your device, then add a comment if required.
3. Click ✅ Submit.

View File History

If multiple versions of a file exist, click View History under the file name.

This displays the full file history along with the associated date and option to download.

Delete a File

To remove a file,  expand the 3 dots and select Delete.

Rename a File

To rename a file,  expand the 3 dots and select Rename.

User Restrictions on Editing Files

Additional Reading

• File Expiry Dates
• Add Documents, Files, Versions, Master Records & File Links