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.

When a file is uploaded to the Knowledge Center, it appears as a card featuring the File icon, the file's name, and a short description. From here, you can view the file, download it, view its details, and manage it.

You can also ask the Knowledge Assistant questions about your files. For example, you can ask, "What are the key takeaways from the Q3 budget spreadsheet?"

Supported file types

You can add various file types to Joy, including:

  • PDFs
  • Word documents (DOCX)
  • Spreadsheets (XLSX, CSV)
  • Text files (TXT)
  • Images (PNG, JPEG)
  • Audio files (MP3)
  • Videos (MP4, WEBM)
The Knowledge Center with several cards displayed. An arrow is pointing to a card for a file called "Employee Travel Policies", showing its name and a short description. A screenshot of a File Admin. The File Admin panel is shown along with an arrow pointing to the Learner View icon. The Knowledge Center with an arrow pointing to a file's card. The card is titled "Employee Travel Policies" and is highlighted with a dark border.

Uploading a file

Go to your Knowledge Center

Open the Knowledge Center from the main menu.

Navigate to the destination folder

Open the folder where you want to add the file.

Click +New, then Upload

A file selection dialog opens.

Select the file you want to upload

You can upload multiple files at the same time.

Click Open

A window will appear, showing you the progress of the upload.

Click Done

The file will appear in your Knowledge Center as a card.

By default, Joy will give the file a name, but you can edit the file to change this name and add a custom description.

The Knowledge Center with a dropdown menu open after clicking the +New button. An arrow is pointing to the Upload option in the menu. A modal appears showing the upload progress. The modal displays the file name, PlanetaryWindGearbox.png, and its size, 2.9 MB. Below the file name, a progress bar shows that the upload is complete. An arrow points to the Done button at the bottom of the modal.

Viewing a file

To view a file in the Knowledge Center, simply click its card. This opens a panel with a preview of the file.

A file preview panel showing a video file with playback controls visible at the bottom of the video window.

Above the preview is the file's name. There is also an icon to download the file, and you can click the More Actions icon to reveal additional options to view and edit the file's details.

To quickly find a file, type its name into the Search bar.

The Knowledge Center with several cards displayed. An arrow is pointing to a card for a video file called Nuclear Reactor, showing its name and a short description. A panel overlaying the Knowledge Center, showing a video. An arrow is pointing to three icons in the top-right corner: a Download icon, an Assign icon, and a More Actions icon.

Downloading a file

To download a file, click its card to open the Preview panel, then click the Download icon.

If a preview isn't available, you'll need to download the file to view its contents.

A panel previewing a video file titled "Nuclear Reactor" is shown. An arrow is pointing to the Download icon.

Assigning a file

You can assign a file as a task for yourself or another user. To assign one or more files, hover over a file's card to reveal its checkbox, then select the files you want to assign. Click the Assign icon, or click the More Actions icon and select Assign. A task is created for each selected asset.

You can also assign a single file while viewing it by clicking the Assign icon, or by clicking the More Actions icon on the file's card in the Knowledge Center and selecting Assign.

Selecting Assign opens the Assign window, where you can specify details such as who you're assigning the file to and when it's due. For the full Assign window details, see Creating a task.

The Knowledge Center with several cards displayed. An arrow points to the More Actions icon on a card, which is open to reveal options including About, Edit Details, Edit Content, and the selected option, Assign. A panel previewing a video file titled "Nuclear Reactor" is shown. An arrow is pointing to the Assign icon.

Viewing a file's details

You can get more information about a file by clicking the More Actions icon on the file's card and selecting About. If you're viewing a file, you can select the More Actions icon, then About.

This opens the File Admin panel, which features two tabs: Overview and Details.

Alt text: The Knowledge Center with several cards displayed. An arrow points to the More Actions icon on the Nuclear Reactor \(video\) card, which is open to reveal options including the selected option, About, as well as Edit Details and Assign. A video file preview panel titled Nuclear Reactor \(video\). The More Actions icon at the top right of the panel is clicked, showing a dropdown menu with the selected option, About, along with Edit Details and Assign. The Details tab of the File Admin panel. An arrow is pointing to the About section, which contains a description of the file. The Details tab of the File Admin panel. The Basic Info section is shown with the file's title and status. The Details tab of the File Admin panel. An arrow is pointing to the Edit icon. The Knowledge Center with several cards displayed. An arrow points to the More Actions icon on a card for a file called Nuclear Reactor \(Video\) which is open to reveal options that include Edit Details.

Overview tab

The Overview tab provides a high-level summary of the file.

About: A description of the file.

Details tab

The Details tab is organized into two sections.

Basic info

  • Title: The file's name.
  • Status: Whether the file is active or inactive. Inactive files are only visible to users with owner access.

Advanced

  • API ID (view only): The ID you can use to reference the file if you're using the Joy API.

To switch from viewing information about a file to a preview of the file, click the Learner View icon.

Editing a file's settings

Locate the file in your Knowledge Center

Find the file's card in the main view or by searching.

Click the file's card to view it

The Preview panel opens.

Click the More Actions icon, then About

This opens the File Admin panel.

View the Details tab

All of the file's fields and settings are found here.

Click the Edit icon

The fields on the tab become editable.

Edit the file's fields and settings

Update the fields as needed.

Save your changes

Click the Save icon.

You can also edit a file's settings by clicking the More Actions icon on the file's card in the Knowledge Center or when viewing the file, then Edit Details.

The File Admin panel for a file called "Photo of construction leadership team." The Details tab is shown, with a section for editing basic information like the title, status, and description of the asset.

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 two 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 owner 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.

Advanced

  • API ID (view only): The ID you can use to reference the file if you're using the Joy API.
(no alt text) near: Click the More Actions icon, then About . ​ This opens the File Admin panel. ​