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Records & Folders

Records & Folders

Managing Records and Folders in SideDrawer

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Written by Support
Updated over 2 weeks ago

This article is for: All SideDrawer Users

Records are one of the fundamental building blocks of SideDrawer

  • Like a folder, a Record can store files

  • Records can also hold sub-folders

  • A Record can display information about your files, like the physical location of a document, or the expiry date of a piece of ID

  • Like a SideDrawer, Records can have Collaborators - users with different permission roles and access to the Record's files

Viewing Records

In the Tiles screen, the top right corner of each Tile will show you how many Records are in the Tile
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Clicking on the Tile will open it to show the Records.
The icon next to each Record will match the Tile icon:
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Actions:

  • Open: click on the Record name to open it and view Files and Folders
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  • Rename: select the pencil icon to the right of the Record name to edit the Record Name or Record Type
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  • Sort: choose how Records will be arranged on the page by selecting the Sort button on the right, and choosing an option from the pop-up menu
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  • Actions Menu: click on the 3 dots on the right to open the Actions Menu
    From this menu, you can

    • Rename Record: Like the pencil icon on the left, use this option to change the Record Name or Record Type

    • View Record details: Like clicking on the Record name, this option takes you into the Record to view its Files and Folders

    • View or manage Record files: Opens the Edit section of the Record, letting you add details

    • Manage Record Collaborators: Opens the Collaborators menu, letting you add new Collaborators or edit permissions

    • Review information and data: Opens the General Info section of the Record, where you can provide additional details (location of a physical document, expiry dates, etc.)

    • Record Notifications and Reminders: Opens the Reminders menu for the Record

    • Move Record to another Tile: Opens the Move/Copy pop-up, letting you move or copy the Record to another Tile or SideDrawer

    • Delete Record: Lets you delete the Record and all its files

    • Copy link to this Record: Copies a link to the Record, which you can paste elsewhere. Only someone with access to the Record will be able to use the link.
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Sorting Records

Records will automatically sort by Newest First - if you want to change the display order, click on the arrows icon to the left of the Create a Record button, then select your sort preference from the drop-down menu:

Searching Records

Use the Search Bar at the top of your screen to search for items in your SideDrawer
Search defaults to Record Name, and can also be used to search for file names, Info Requests, or Collaborators
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Type the Record Name or part of it into the search bar to find all relevant Records:
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Clicking on the Record Name in the search results will open that Record and take you to its files

Creating a Record

To create a new Record in your SideDrawer,

  1. Select Records in the menu on the far left - this will display all the SideDrawer's Tiles, the high-level categories for your files
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  2. Click on the Tile that you want to create a Record in -
    for this example, we're uploading a Health Card, so we're going to start with the Identity Documents Tile
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  3. Select Create a Record

  4. Enter a Name for your Record - this will be the searchable name for this Record/Folder
    (Optional) Enter a Record Type - this is an extra label that describes what kind of files this Record contains
    Click on Confirm to create the Record
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Creating Folders & Sub-Folders

If your environment allows it, you can also create Folders within your Record - each Record can contain Folders, and each Folder can contain sub-Folders, so you can divide and organize your files as you wish


In our example, we've created a Record to store the family's Health Cards, and we'll now make a Folder to store the health card for Tim, a member of the family
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1. In your Record, click on Create New Folder
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2. As with creating a Record, give your Folder a Name, a Folder Type (optional), and select Confirm
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Each Record or Folder can contain a mix of Folders and Files - our Health Card Record has 2 Folders, for Tim and Sally, and 5 Files
The Files shown here are the ones stored directly in the Record - Files stored in the Folders can be viewed by clicking into each Folder
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Uploading Files to a Record or Folder

Once you've created a Record, click on it to enter the Record
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In the Record, click on Drag & Drop files here to open your device's file manager and select files to upload

Choose the files you want to upload, then select Open to complete
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The files will then display in the Record:
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Or you can choose files from your device's file manager, and drag them into the Record to upload:
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If you are signed into SideDrawer on your phone or tablet, clicking on the Drag & Drop files button will also give you the option to choose files from your photo library, or take a photo or video with your device's camera, and upload it - this is useful for taking pictures of ID or documents to upload them
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You can also upload files to a Record through the main page Drop Files or Click to Upload button, or through an Info Request
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For more details on Uploading Files to SideDrawer

General Info

In addition to containing files, Records can also let you save information about the files

Access the General Info field by selecting Review Information and Data from the action menu
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OR
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Clicking on Edit in the Record page, then selecting General Info
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Add Labels

Use Labels to provide additional information about a Record
You can add multiple Labels to a Record

To add a label:
1. Enter the Label info

2. Enter the relevant details

The label type is set as Text (up to 255 characters)
To change the label type, click the down arrow, and choose a type from the menu
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Use the + icon to add another label, and the trash can icon to delete a label

Additional Fields


These may vary by Tile - for example, Records in the Taxes Tile will include a field to list the physical location of original documents, and a field for a general description of the Record


Records in the Insurance Tile will include fields to describe details of an insurance policy:


General Info fields let you add information that's available at a glance, without having to open the Record and read through its files
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Record Collaborators

Collaborators can be added at the Record level
Collaborator permissions can be managed from the Collaborators menu, or from within the Record

To manage Collaborators on a Record, click on the 3 dots and select Manage Record Collaborators from the action menu
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OR
Click the Edit button on the Record page, then choose Collaborators from the top menu
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Adding Collaborators

In the Record Collaborators menu, click on the + at the far right
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1. Enter an email address to invite the Collaborator

2. Permission role will be set to Editor - click the pencil icon to choose a different permission role (Editor, Viewer, No Details, Contributor)

3. Optional: use the + sign at the left to add more rows and invite additional Collaborators

4. Optional: use the person icon at the left to toggle from Individual Collaborator to Team Collaborator for the invitation

5. Optional: click the down arrow on the right to enter Full Name and Relationship for this Collaborator

6. Click Confirm to complete and send the invitation
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Viewing and Editing Collaborators

If a Record already has Collaborators, they will be displayed in the Collaborators menu
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To edit a Collaborator's permissions, click on their entry

To remove a Collaborator's permissions, select the trash can icon on the right, then click Confirm at the bottom right
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To update permissions, choose a different permission role for this Collaborator, then click Confirm at the bottom right
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Note that you must have Editor access for the SideDrawer or for this Record in order to change Collaborator permissions

Full details on Collaborators and Permission Roles

Record Reminders

Reminders can be added at the Record level, to appear only to users with access to that Record

To access the Reminders menu for a Record, click on the 3 dots, and then select Record Notifications and Reminders from the menu
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OR
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Click the Edit button in the Record page, then select Reminders & Notifications from the top menu
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Add a Reminder

In the Reminders & Notifications page for the Record, click the + at the right to add a new Reminder

  1. Enter a Name for the Reminder

  2. Choose one or more Recipients and enter their email addresses

  3. Enter a Message to explain what the Reminder is about - make sure not to include any sensitive information, as the message will appear in the Reminder email
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  4. Send the Reminder right away OR schedule it for later

  5. Make your Reminder a one-time occurrence OR set a recurrence (daily, weekly, monthly, yearly)

  6. Once all details are complete, Save & Set Reminder

    For more details on Reminders

Linking Records

Linking Records lets you connect one Record to another, for quick navigation within the SideDrawer
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For example, I might link my car insurance policy Record with my Driver's License Record
That way, I can quickly jump from one to the other, if I need to update both, without duplicating any documents
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To link Records:

  1. Go to the Linked Records page in your current Record
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  2. Click on Select Records to link
    This will open a drop-down list of all Records in your SideDrawer
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  3. Select the Record you want to link from the drop-down list

  4. Click on Save to complete the link
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The link works from both directions, so if I go to the Driver's License Record, the Auto Insurance Record appears as a link:
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