[+]
[+]
[-]
 [+]
  
 [+]
 [+]
  
 [+]
 [+]
 [+]
 [+]
 [+]
 [+]
 [+]
 [+]
 [-]
  [+]
  [+]
  [+]
  [+]
   
   
   
   
   
   
   
 [+]
[+]
Updated on 12/9/2019
Workflow Documentation
Local File Management
Direct link to topic in this publication:

PREVIOUS  |  NEXT

Local File Management

Quick Links


Workflow provides the Local File Management feature that enables administrators to manage files within their tenant. This feature enables you to access local storage through scripting and other areas of the system. Files such as images, documents, Microsoft Excel ® templates, and encryption keys can be managed in the Local File Management workspace and can later be used in workflow action forms and scripts. 

When you open the workspace, Workflow displays a tree with all folders and subfolders in the panel on the left side of the page. You can create new folders and subfolders to organize your files, and you can drag and drop files and folders to the desired location. We do no limit the number of subfolders you can create.

Use one click to open a folder from the left sidebar, or double-click to open a folder from the list of results. You can also navigate your folders using the breadcrumbs at the top of the page. 

When you create a new folder or upload a file, Workflow places it alphabetically in the current location. We list the folders first, followed by the files.

You can now opt to upload a zipped file as is, or upload unpackaged files individually. When you upload individual files, the folder structure is maintained. If you are uploading existing files (with similar names), you can choose to either overwrite or skip them and have a separate copy.

You can access the Local File Management workspace by going to Setup > Administration > Local File Management.

Files and Folders

[Back to top]

You can upload, download, delete, and rename files in the Local File Management workspace and you can use drag and drop to move them to another location. We also provide a link to files that you can share with other users to access the file. 

By default, we provide three empty system folders that have unique permission settings. You cannot delete these system folders. You can create new subfolders within the system folders, but you cannot create folders or place files in the Root directory. Organize your files according to the appropriate system folder permissions:

  • App: Files in this folder require user authentication to be viewed. Users can only access these files after they login to Workflow.
  • Public: Files in this folder are accessible to users without authentication. 
  • Secure: Files in this folder are only accessible through scripting and from the Local File Management workspace.
  • UI: Files in this folder store images which can be imported and used with CSS files. They are also available in the Form Designer.

Folder Actions

[Back to top] 

You can use the Add New Folder link to create new subfolders in your current location. Simply click the link, name your folder, and click Save. You cannot add new subfolders to the Root directory.

We also enable you to perform the following actions on subfolders by clicking the  Actions icon. You cannot perform actions on system folders or the Root directory: 

  • Rename: Enables you to rename the current folder. You cannot rename a folder using the same name as another folder in the same location.
  • Get Link: You cannot perform this action on a folder. 
  • Download: You cannot download a folder.
  • Delete: Deletes the folder and all of its contents, including all subfolders and files. You cannot reverse this action.

You can also view the following details when you click the Details button on non-system folders:

  • Name: Folder name.
  • Description: This is used as an internal note for administrators. Click the Edit button to edit the description.
  • Total Number of Files: Displays the number of files within the folder, including files in subfolders.
  • Total Size: Displays the size of all files within the folder in either KB or MB units.
  • Created: When and by whom the folder was created.
  • Modified: When and by whom the folder was last modified.
  • Path: Filepath to the current folder.

File Actions

[Back to top] 

You can add files to subfolders by either clicking the browse link to search for the file, or you can drop a file from your computer to the File Upload area in the workspace:



Note: You can upload any file type except EXE and JAR files.

Workflow enables you to perform the following actions on files:

  • Rename: Enables you to rename the current file. You cannot rename a file using the same name as another file in the same folder.
  • Get Link: Displays the URL to the file, which you can later share with other users to download the file.

    Note: You can only use a link for files from the App or Public folders. 

  • Download: Downloads a file.
  • Delete: Deletes a file. You can only delete one file at a time and you cannot reverse this action.

You can also view the following details when you click the Details button:

  • Name: Filename.
  • Description: This is used as an internal note for administrators. Click the Edit button to edit the description.
  • File Type: Displays the file type. 
  • File Size: Displays the file size in either KB or MB units.
  • Created: When and by whom the folder was created. 
  • Modified: When and by whom the folder was last modified.
  • Path: Filepath to the current file.

Filter Files

[Back to top] 

Workflow provides a Filter feature that enables you to find specific data using queries. You can filter for specific files across all folders or you can narrow your search to a folder or group of folders. We display results based on the content of the current folder and any subfolders of the location you search from. For example, if you are in the:

  • Root directory, we return results for files in all child folders.
  • Secure folder, we only return results for files in the Secure folder.

You can filter using these parameters in the Local File Management feature: 

  • Name
  • File Type
  • Created On 
  • Updated On

Note: We only display results for files, but not folders.


Simple Query Examples:

  • To filter for ALL files except those with a JPG extension, enter File Type != JPG
  • To filter for ALL JPG files, enter File Type = JPG.
  • To filter for files with the word Personnel in its name, enter Name contains Personnel.


Complex Query Example

For detailed information and more examples for creating simple and complex queries, see Search & Filter Data.

File Storage

[Back to top] 

Workflow calculates the total storage used in your tenant based on the combination of files in the Local File Management, Case File Attachments, Database, and Miscellaneous files such as a user's profile photo, logo, and logo small. We display the number of existing files in use and the amount of storage they consume on the lower left panel.


In the Local File Management chart, you can view the database storage as the 'total storage allocated' to the tenant to the 'total storage in use'. Additionally, the storage in use can also be compared to the one on contract.

Contact SAP Sales Cloud Support for more information. 

Link to File on Page Layout

[Back to top]

Workflow enables you to add a Link component to a form that links to a file in the App and Public folders in the Local File Management. You can also link to an external source and you can use the system ID as a class in CSS rules.

CSS Images: You can use the Upload new link to import images that you can use with your CSS file. You can also replace, rename, or delete existing images using the Edit and Delete icons next to existing image files. These images can be referenced from CSS rules and they are also available in the Form Designer for use with forms.

See Link Component for more information.