Summary: The Files feature gives your network one central place to share documents and media. This guide explains how to search for files, who can see which files, and how to create folders, upload files, and remove them.
Searching for files
Using the global search bar at the top of the platform, you can quickly find documents by typing in relevant keywords, such as the file name. Search results are automatically trimmed based on your active memberships and the privacy level of the place where the file lives.
Good to know: Search matches the title of the file only, not the content inside the file. If you can't find a document by searching for a phrase that appears in it, search for (part of) the file name instead.
Who can see which files
The table below outlines who can view and search for files based on where they were uploaded:
| Upload location | Who can access / view files |
| Business Unit / Local or Global Department | Active members of that Unit/Department |
| Restricted, Private, and Secret Groups | Active members of that specific Group |
| Public Groups | Everyone in the network |
| Profile timelines | Everyone in the network |
| Network Feed | Everyone in the network |
External user restriction
External guest users have stricter visibility. They can only view and search for files uploaded within the specific Business Units, Local/Global Departments, and regular groups where they have an active membership.
How to create a folder and upload a file
To organize your documents:
- Click Files in the main navigation menu.
- Make sure you are in the Network tab, then click the + button in the top right corner of the screen.
- Choose your action from the dropdown menu:
- To create a folder: Select Create folder, type in your new folder name, and press Enter on your keyboard to save it.
- To upload files: Select Upload Files, browse your computer to select the document(s), and click Open to start the upload.
Removing files or folders
If a document or folder is out of date, authorized users can remove it:
- Click Files in the main navigation menu.
- Click the + button in the top right corner of the screen within the Network tab.
- Mark the checkboxes to select one or more files or folders you wish to delete.
- Click the arrow icon immediately to the left of the + button.
- Select Remove from the options list.
- A confirmation pop-up appears; click Remove to permanently delete the selected items.
Frequently asked questions
Why am I unable to upload files or create folders?
File management is tied to your permissions. If the upload options are greyed out or missing, you don't have the required access level. To manage files, you must either be an administrator for that specific group, business unit, or location, or your profile must hold a custom network-wide file upload permission. Also make sure you are not on the Recent tab when trying to upload; uploading is not available on that tab. Contact your Speakap network administrator to adjust your role settings.
Still stuck?
First check with your own network administrator, since most file issues come down to permissions. If that doesn't solve it, email us at support@speakap.com with your network name and a screenshot of what you're seeing, and we'll help you out.