A file is digital content that users can upload to Igloo Flex's File Manager. The files are stored in folders, which can be arranged to reflect an organization's file management strategy. They can be previewed in Igloo Flex or a browser and downloaded to a user's device.
Details
Use a file
On the File Management page, you can select a file to preview, open it in the browser, or download it if it is not supported for File Preview. Additionally, you can select Menu next to each file for the following options:
- Details: View details about the file. See the File Details table below.
- Access: Define the file's access roles. Users or groups may be added with a defined role, or inheritance may be allowed to copy the containing folder's access rules. This option is available to users with a full file manager role or above.
- Copy Link: Copies a direct URL link to the file to the clipboard. Paste this link elsewhere to share it. Users must have a viewer file manager role or above and be signed into the digital workplace to access the file.
- Download: Download the file to your device. For videos uploaded after October 10, 2025, when you select Download, you will be given the option to download a transcoded MP4 video of various resolutions (360p, 480p, 720p, 1080p) or the original video format.
- Move: Move the file within the File Manager. This option is available to users with an editor file manager role or above.
- Delete: Delete the file from the File Manager. This option is available to users with a full file manager role or above.
| File Details | Description |
|---|---|
| Name | Enter a name for the file. |
| Copy Direct Link | Select to copy a permanent URL for the file to share with other users. To access the file, users must have file access of a viewer role or above and be signed into the digital workplace. |
| Type | Displays the file type. For example, a JPEG image would display as image/jpeg. |
| Who has access |
Displays 5 users or groups with access to the file. Additionally, it shows the file's owner and the number of groups it is shared with. Select Manage access to manage who can access this file or transfer file ownership. This option is available to users with a File Manager role of full or above. |
| Creator | Displays the user who originally uploaded the file to the digital workplace. |
| Date created | Displays the date and time the file was created in the EDT timezone. |
| Date modified | Displays the date and time the file was last modified in the EDT timezone. If the file has not been modified, its creation date will be displayed. |
| Modified by | Displays the last user to modify the file. If the file has not been modified, it will display the user who created it. |
Upload a file
When you are uploading files in the File Manager, keep in mind that:
- File type: All file types are supported.
- File size limit: File size must be smaller than 2 GB.
- Upload limit: 150 files may be queued to upload at one time. Files will be uploaded 2 at a time until they are completed. Users may continue using the digital workplace while the upload is being completed.
- Uploading duplicate files: When a file with the same name is uploaded to a folder, a prompt will confirm if the file should overwrite the old copy or keep both files.
- Access permissions: A file may have defined users and groups with specific File Manager roles and associated access permissions, or inherit the roles and access permissions from the folder that contains it.
- Video files: As of October 10, 2025, when videos are uploaded to the File Manager, they will automatically be transcoded into an MP4 video of various resolutions (360p, 480p, 720p, 1080p) to support unusual file types, video playback, and file preview in the digital workplace. This does not apply to videos uploaded before October 10, 2025. It will take several moments before the preview thumbnail is available. Users will still have the ability to download the original formatted video or one of the MP4 file versions.
For more information, see Add or update a file. After uploading a file, you can assign access permissions. To do so, see:
- Assign or edit access permissions for a file or folder
- Transfer file or folder ownership
- Remove access permissions for a file or folder
If you need to move a file after upload, see Move files and folders.
Delete a file
When you delete files from the digital workplace, they are permanently deleted and cannot be restored. For more information, see Delete a file or folder.
Display files in the digital workplace
As a workplace administrator or site administrator, you can use the files and folders widget to select files and folders to display directly on a page. The widget respects users' access permissions to see selected files and folders. In Grid View, files will be displayed as a file preview (documents, images, or videos uploaded after October 10, 2025), where supported, or as an image placeholder.
Additionally, as a workplace administrator, site administrator, or creator, you can embed a file (documents, images, or videos uploaded after October 10, 2025) that can be previewed directly in articles, wikis, or a file preview widget or an HTML content widget on a page. Files can only be embedded directly into content within the digital workplace. Users must be signed in to the digital workplace and have appropriate access permissions to view the embedded file. See Embed a file into content.
Files in search results
Files will appear in search results, but as a workplace administrator, you can highlight a file by adding a recommended result. Based on keywords or phrases searched, the file will appear at the top of the search results list with a Recommended label in the platform and mobile app search. See Add or edit a recommended result.
Files versus file attachments
If your document needs to be easily accessed, linked to directly, or serves as evergreen content, add it as a file in a folder within the digital workplace. Otherwise, you can add documents that are contextual to the content, such as articles, events, or wikis, directly to the content as a file attachment. Remember that file attachments are tied to the content's lifespan and will be removed when the content is deleted from the digital workplace.
File preview
Files uploaded to your digital workplace will have previews generated if they are a supported file type, allowing digital workplace users to view and interact with these previews without downloading the file itself. For more information about File Preview and supported file types, see File Preview.
Tasks
Files and folders
Files and folders access permissions
- Assign or edit access permissions for a file or folder
- Transfer file or folder ownership
- Remove access permissions for a file or folder