Files
How to upload files to the Knowledge Center, view and download them, and edit their settings.
You can add files to the Knowledge Center alongside your FlexDocs and other assets. For example, you can upload a PDF, Word document, spreadsheet, image, or video.
Once uploaded, the file appears in your Knowledge Center where you can preview, download, assign, and manage it.
Similar to other assets, you can ask the Knowledge Assistant questions about your files, including the content within them. For example, if you upload a spreadsheet of your company's annual expenses, you can ask, "Which departments went over budget last year?"
Supported file types
You can add the following file types to Joy:
| Type | Formats | Size limit |
|---|---|---|
| Documents | PDF, DOC, DOCX, RTF, TXT | 50 MB |
| Spreadsheets | XLS, XLSX, CSV | 50 MB |
| Images | PNG, JPEG, GIF, WEBP, SVG | 5 MB |
| Audio | MP3 | 5 GB |
| Video | MP4, WEBM, MOV | 5 GB |
| SCORM packages | ZIP | 5 GB |
Uploading a file
To upload a file:
Open the Knowledge Center from the main menu.
Navigate to the folder where you want to add the file.
Click +New, then Upload File.
Select the file you want to upload.
You can select multiple files to upload them at the same time.
Click Open.
The file is uploaded and added to your Knowledge Center.
After uploading, Joy processes the file so the Knowledge Assistant can answer questions about it. You won't be able to edit, move, or delete the file until this finishes.
By default, the file name is used as the title, but you can change this and add a description.
Previewing a file
To preview a file:
Open the Knowledge Center from the main menu.
Find the file.
Browse the folders in the Knowledge Center, or use the Search bar to find it by name.
Click the file.
This opens a panel with a preview of the file.
If a preview isn't available, you'll need to download the file to view its contents.
Downloading a file
To download a file, preview the file, then click the Download icon.
Assigning a file
You can assign a file to yourself or another user. Once assigned, it appears on their Tasks page as an item that needs to be completed, making progress easy to track.
To assign a file, preview the file, then click the More Actions icon and select Assign.
You can also assign a file from the Knowledge Center by clicking the More Actions icon and selecting Assign. To assign more than one file at a time, use batch actions.
Viewing a file's details
To get more information about a file:
Locate the file in your Knowledge Center.
You can find the file by going to its folder or by searching.
Click the More Actions icon and select About.
This opens a panel with a preview of the file.
Click Manage.
This switches to the File Admin panel, which features two tabs: Overview and Details.
Overview tab
The Overview tab displays the file's description.
Details tab
The Details tab contains the file's fields and settings.
To switch from viewing information about a file to a preview of the file, click Preview.
Editing a file's settings
To edit a file's settings:
This opens the File Admin panel.
Go to the Details tab.
All of the file's fields and settings are found here.
Click the Edit icon.
The fields become editable.
Edit the file's fields and settings.
You can find descriptions of the file's fields and settings below.
Click the Save icon.
Your changes are saved.
If the file is still processing, you won't be able to edit its settings. Try again in a few minutes.
You can also edit a file's settings by clicking the More Actions icon, found either for the file in the Knowledge Center or while viewing the file, and selecting Edit Details.
Deleting a file
To delete a file:
Click the More Actions icon and select Delete.
The Delete asset? window opens.
Click Delete.
The file is removed from your Knowledge Center.
Deleting a file can't be undone. If you want to keep the file but make it visible only to admins, set its Status to Inactive instead.
File fields and settings
All of the file's fields and settings are found on the Details tab of the File Admin panel, organized into three sections.
Basic Info
- Title: The name of the file. Be sure to pick a name that is clear and specific but also provides enough detail so that users know what they can find in the file.
- Status: The state (e.g., Active, Inactive) of the file. Inactive files are only visible to users with Admin access.
- About: A description of the file. This is a great place to give your users a high-level description of the file so they can decide whether it's relevant to their needs. For example, you can explain what the file is, what it contains, or who it's for.
Appearance
- Asset Banner Image: The image that appears across the top of the file's panel. You can select one of the preset banners or upload your own image. If you upload an image, you can choose its style:
- Fit: Shows the full image, but if it doesn't fill the banner, you may see empty space around it. You can choose a Background color for the empty space.
- Fill: Covers the whole banner, but the edges of the image may be cropped.
Advanced
- API ID (view only): The ID you can use to reference the file if you're using the Joy API.