Find, organize, and upload files in the file browser

 

Applies To: Dynamics Marketing

Important

Microsoft Dynamics Marketing is no longer available as of May 15, 2018. Your organization has until August 13, 2018 to retrieve your data. For advice about how to download data and assets, and how to clean up Dynamics 365 instances that were previously integrated with Dynamics Marketing, see Prepare for the scheduled sunset of Dynamics Marketing. For more information, see also the customer FAQ and read the blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next. If you have additional questions, please reach out to MDMquest@microsoft.com.

The file browser is the basic interface for working with your digital assets, and for working with tools for adding, organizing, finding, editing and sharing your media files. It provides a hierarchical view of files organized into folders, similar to the familiar Windows File Explorer.

Prerequisites

To work with folders, files, and libraries, you must have some or all of the following privileges, depending on which features you need:

  • Edit/View Files: Provides access to the file browser window, including access to all folder levels and controls for creating new folders.

  • Edit/View Library: Provides access to the file browser window, but only to folders that are published as libraries. You’ll also need this privilege to publish folders as libraries.

  • Edit/View Markup: Provides access to file markup features.

More information: Work with user accounts and staff contacts

Open the file browser

To open the file browser, go to Assets & Media > Files > Files. The file browser opens in a pop-up window, so you can keep it open while you work in other areas of Dynamics Marketing.

There’s also a library browser, which shows only library folders and their contents. The library browser is otherwise similar to the file browser described here. To open the library browser, go to Assets & Media > Files > File Libraries.

You can also associate files directly with most types of specific records (such as a specific campaign, job, contact, or invoice). Each type of entity that supports this feature includes a Files related-information tab on its maintenance page. Files that are uploaded to a specific record are stored under the Microsoft Dynamics Marketing folder and nested further under folders that are named for the entity type and specific record (such as Microsoft Dynamics Marketing/campaigns/spring-sale). The Files tab shows only the contents of the current record's folder. The Files tab includes an Add button, which enables you to add files that are already stored in other folders. The Add button Edit Options button isn't included in the stand-alone file or the library browsers. Other than this, the controls and layout of the Files related-information tab are identical to the controls and layout of the stand-alone file browser that's described in this topic.

Work with the file browser toolbar and menus

The file browser provides both a toolbar and a context menu for working with your files and folders.

Use the file browser toolbar

Use the toolbar at the top of the file browser window to work with your files and folders. The features that are available in the toolbar are outlined in the following table.

Button Name

Image

Use

Add

Edit Options button

This button is only available on the Files related-information tab. Use it to add one or more files that are currently located in another folder to the current folder.

The Add button is needed here because the Files related-information tab shows only the contents of the folder that were created for the currently displayed record. The stand-alone file browser also allows you to browse the entire folder structure. Likewise, the Search field in the Files related-information tab only searches within the current record's folder (and its subfolders).

Click the Add button to open a pop-up file browser that you can use to navigate and search your current folder structure. After you find the file that you're looking for, select its check box, and then click Add. (You can also add several files at once by selecting more check boxes). The file you choose remains in its original folder, and a reference to it is added to your current record's folder. The file is now shared between the folders. There is still just one file stored on the server, but it's referenced from two folders.

In all other respects, the Files related-information tab is exactly the same as the stand-alone browser described in this topic.

Refresh

Refresh button

Reloads the file browser to show the latest updates and uploads from all users.

Upload

Upload button

Opens a pop-up window that you can use to upload a new file to the current folder.

Download

Download button

Downloads one or more selected files or folders.

New Folder

New Folder button

Creates a new folder inside the current folder or library.

Properties

Properties button

Displays the properties of the current folder or library.

More information: Manage folder properties and publish folders as libraries

Excel

Excel button

Creates an Excel document that lists all the files and columns that are shown in the current folder.

Show/Hide Inactive

Show All/Active Only button / Hide Inactive/Deleted button

Toggles the display between showing and hiding files and folders that have been marked as inactive (deleted). Active files are always shown.

View My Folder

View My Folder button

Takes you directly to your user folder, which you can use to store your own personal files, and also includes a subfolder that automatically links to all the files you’ve marked as personal favorites.

You can also get to your user folder by going to Files\Microsoft Dynamics Marketing\Contacts\[UserName].

Customize Columns

Customize Columns button

Opens a window that lets you customize the columns that are displayed in the file list.

Small Thumbnails

Small thumbnails button

Displays the contents of the selected folder as a collection of small (thumbnail) images.

Note

This button is only provided in the HTML5 version of the file browser. If you’re using Silverlight, then a three-position slider is provided for setting the view options.

Grid

Grid button

Displays the contents of the selected folder as a list with details in columns. Use the Customize Columns toolbar button to choose which columns to display.

Note

This button is only provided in the HTML5 version of the file browser. If you’re using Silverlight, then a three-position slider is provided for setting the view options.

Selected-item Controls

Selected-item controls menu

This drop-down toolbar provides controls for manipulating one or more selected files or folders from the current folder. Start by selecting the check box for one or more target files in the file list, and then click the expansion button on the right side of the toolbar to see the selected-item controls. Finally, click one of the following buttons to manipulate your selected file(s):

My Favorite button My Favorite: Marks the selected files as your personal favorites.

Site Favorite button Site Favorite: Marks the selected files as site favorites.

File Lock button Lock: Locks the selected files to prevent others from editing them. You might use this as a way to “check out” files while you work on them.

Delete button Delete: Sets the selected files or folders to inactive, which will hide them by default. Use the Show/Hide Inactive toolbar button to view inactive folders and files.

Mass Update button Mass Update: Opens a dialog box where you can change the properties that are associated with one or more selected files all at once.

Reassign button Reassign: Opens a dialog box where you can change the owner of one or more selected files. Begin typing a user name in the dialog box until an AutoComplete suggestion shows the user that you want to target.

Email button Email: Creates a new email that includes the selected file(s) as attachment(s).

Note

The Download button on the main toolbar also operates on selected items, but this often-used button is placed outside of the drop-down toolbar for better visibility and convenience.

Use the file browser context menu

Many useful commands for working with folders and files in the file browser are available on the context menu. To use the context menu, right-click the folder or file you want to work on, and then choose an entry. The commands that are provided vary according to the type of item you select. In all cases, your commands will only affect the item you chose when opening the menu. Many of the commands that are available here are the same as those on the toolbar, but some are unique to the context menu. Choose whichever method is most convenient for you.

Some context menu commands can operate on more than one file or folder at once. To select multiple items, select each relevant check box to set up the selection, and then right-click any marked item to open the context menu. Then choose a command.

The following context menu commands are available in the right pane:

  • New Folder: Creates a new subfolder in the current folder.

  • New File Version: Opens a pop-up window where you can select and upload a new version of the selected file (the one you clicked). More information: Manage file properties and use version control

  • Approval: Sends one or more selected files for approval. More information: Manage review and approval routing

  • Markup: Opens the selected file (the one you clicked) in the markup editor. More information: Mark up files during development and approval

  • My Favorite: Marks one or more selected files as personal favorites.

  • Site Favorite: Marks the selected file as a site favorite for all users.

  • Lock: Toggles the lock status of the selected files. Locked files cannot be edited by other users. You might use this as a way to “check out” a file while you work on it.

  • Properties: Opens the Properties window for the selected file or folder (the one you right-clicked on). Right-click in an empty area (away from all folder contents) and choose this entry to open the Properties for the folder that's currently displayed in the right pane. From here you can read and assign metadata, add markup, set access permissions, and more. More information: Manage folder properties and publish folders as libraries, Manage file properties and use version control

  • Update files: Lets you update the metadata for several files all at once. This command opens a special multi-update window that provides a subset of the properties and functions that are available in the single-file Properties page.

  • Reassign: Opens a pop-up window where you can reassign ownership (shows as the Created by contact) of the selected items to a new contact.

The following context menu commands are available in the left pane:

  • New Folder: Creates a new subfolder in the selected folder.

  • Move: Moves the currently selected file(s) into the folder you are clicking on. To use this, select the check box for each file you want to move, and then right-click the destination folder and choose Move. This command is not available when no files are selected.

  • Add: Adds a reference to the selected file(s) to the folder you are clicking on. When you use this operation, your file appears in both the new and original folder, but the file is not duplicated. Instead, the same file becomes referenced from both locations. Any actions you make in one of these locations (such as favoriting, locking, marking up, or deleting) will apply at all locations. To use this, select the check box for each file you want to add, and then right-click the destination folder and choose Add. This command is not available when no files are selected. (You can also perform this operation by dragging a file from the right pane to a folder in the left pane.)

  • Properties: Opens the Properties window for the selected folder. More information: Manage folder properties and publish folders as libraries

Work with folders

Microsoft Dynamics Marketing organizes files in a recursive folder structure in the same way that Microsoft Windows does. You can nest your folders as deeply or as broadly as you like.

As inWindows File Explorer, the Dynamics Marketing file browser lists all of your folders in its left pane. Select any folder in the left pane to see its contents in the right pane, or use the expand buttons to see nested folders in the left pane.

At the top of the file browser window (above the search field) you can see a breadcrumb display with the full path to the folder you are viewing. Choose any folder in the breadcrumb to display the contents of that folder.

Use the toolbar to adjust the way your folder contents are displayed. (You can display the content as thumbnails, or as a list with a configurable selection of columns.) See the previous section for details about how to work with the toolbar buttons.

Note

If you delete a folder, then that folder and its contents (including subfolders) will be hidden and unavailable in the interface by default. However, you can still find deleted folders by setting the Show/Hide Inactive buttons Show All/Active Only button / Hide Inactive/Deleted button. When shown, you can only see deleted folders in the right pane, not in the tree view in the left pane. Also, you can’t open an inactive folder, so any files and subfolders (whether they are active or not) will be inaccessible unless you reactivate the parent folder.

Use system folders and user folders

The file browser shows both user-created folders and three special system folders. These work as follows:

  • The Files folder: This is the root folder, which is located at the top of the folder structure. Users cannot delete this folder or configure it as a library. Any folder that's stored directly below the root can be published as a library, as can any folder that's nested within a folder that's already published as a library (More information: Manage folder properties and publish folders as libraries).

  • The Dynamics Marketing folder: This folder and its contents are automatically created and maintained by the system to support various features. There is a subfolder here for each relevant entity type, and each entity-type folder typically contains a subfolder for each entity of that type. For example, the Jobs folder contains a folder for each job. Normally, users don't work with the files or folders here, and many restrictions apply.

  • The Email Marketing folder: This folder and its subfolder contain the images and other files that are used in email marketing messages. Only the files that are included in this folder (and its subfolders) are available for use in your email designs, so be sure to upload all of your email images and other files here. Note that all of the files that are stored in this folder are available publicly to anyone who knows the correct URL. This is necessary in order for mail recipients to see the files. Users can freely add subfolders and files here as needed.

  • User folders: Other than the system folders that were mentioned earlier, all other folders are created by users and have few limitations. Users can control access to their folders by using the security settings, and can publish top-level folders as libraries.

Create and delete folders

Use the context menu and/or toolbar buttons to create, delete, and undelete folders. See the previous sections for details, notes, and advice about how to use these controls.

Note

When you create a new child folder, its permissions are initially inherited from its parent. After that, you can add or change permissions for a child folder without affecting its parent.

Manage folder properties and publish libraries

The folder Properties page lets you see and set metadata for the folder, assign security settings, configure folders as libraries, and publish library folders to make them and their contents publicly available. Use the Properties  toolbar button Properties button to see the properties for the current folder. For complete details about these features, see Manage folder properties and publish folders as libraries.

Work with files

Upload a file

Important

Uploaded files must be smaller than 4 GB. This limit applies to both individual files and the sum total size of multiple-file uploads.

To upload a file:

  1. Go to or create the folder in which you want to store the file.

  2. Click the Upload button Upload button on the toolbar.

  3. A pop-up window opens with controls for uploading your file. Click the Browse button to find your file by using a standard Windows Browse window. You can also drag and drop files directly here from File Explorer.

Warning

Sometimes when you upload a large file and then try to download it instantly, you see the following error message: Sorry, we could not download the file. Please try again. If the problem persists, contact your system administrator. To avoid this error, do not leave any unsaved data on the page in the main window, and do not try to download a file immediately after uploading it.

Manage file properties, versions, approvals, and markup

The file Properties page lets you see and set metadata, assign security settings, upload new versions, mark up the file, send it for approval, and more. To work with a file’s properties, right-click the file, and choose Properties from the context menu (you can also open the file properties simply by choosing the file name). For complete details about these features, see Manage file properties and use version control.

Download one or more files

To download one or more files, open a folder, mark the checkbox for each file or folder that you want to download, and then click the Download button Download button (or right-click and choose Download).

When downloading more than one item, Dynamics Marketing will create and deliver a .zip file that includes each of your selected items. You can download up to 4 GB of files or folders at once (uncompressed size). When you download a single file, your file will arrive in its original format (it will not be zipped).

Important

If you’re using Microsoft Internet Explorer, then you may get a timeout error when trying to download several files at once. This is because it can sometimes take a minute or so to gather, compress, and deliver all the files you selected. If you’re having this problem, then try either of these things:

  • Reduce the number of files you’re trying to download.

  • Add your Dynamics Marketing domain to the list of trusted sites in Microsoft Internet Explorer (on the Security tab of the Internet Options window).

Label and find your favorite files

Favorite files are files that you use often and want to access quickly. There are two types of favorites: personal favorites and site favorites. Use the toolbar buttons and context menu to add or remove the favorite status for any file (as described earlier in this topic).

You can find your favorites in either of the following locations:

  1. Favorite Files Widget: Add this widget to your home page or side dock for quick access to both site and personal favorites (both types are merged here). See also Learn how to work and get around in Microsoft Dynamics Marketing.

  2. File browser: To find your personal files all in one place, click the View my folder button View My Folder button on the toolbar. This brings you to the folder Files\Microsoft Dynamics Marketing\Contacts\[UserName], which contains a subfolder called User’s Favorite. Open this folder to see your personal favorites (not site favorites). The files you see here are shared between folders, so you and others will still see them in their original upload folder.

Delete a file

To delete one or more files, go to and select the target file(s), and then right-click the selected files. Choose Delete from the context menu.

When you “delete” a file in this way, the file is actually just set to inactive. Inactive files are hidden by default, but can be seen and reactivated by using the Show/Hide Inactive toolbar toggle button Show All/Active Only button / Hide Inactive/Deleted button.

Tip

If you’re running out of storage space, then you can permanently delete all inactive files by going to Settings > Administration > File Options. This operation cannot be undone. More information: Set up file options for digital asset management

Share files between folders

You can share a file between folders. When you do this, the same file appears in all relevant folders, but each instance points to the same file. This helps save storage space, but it also means that if you edit the file properties, upload a new version, or delete the file in one folder, than your changes apply to the file in all folders where it appears.

To share a file between folders, find it in its existing folder and select its check box (or select several files to share more than one). Then do one of the following:

  • Right-click the destination folder in the left pane and choose Add from the context menu.

  • Drag the file(s) from the right pane to the appropriate new folder in the left pane and drop them there. Note that to “pick up” the file while in list view, you need to click in the row for a selected file, but in a blank area where there is no text or button.

Move a file to a different folder

As mentioned in the previous section, the default behavior when you drag a file from one folder to another is to create a copy (actually an additional reference) in the destination folder. If you prefer to move the file instead (thereby removing the reference from the source folder and creating a new one in the destination folder), do the following:

  1. Find the file you want to move (in its current folder) and select its check box (or select several files to move more than one).

  2. Right-click the destination folder in the left pane, and then choose Move from the context menu.

See Also

Manage your digital assets
Browser support for digital asset management
Set up file options for digital asset management
Manage file properties and use version control
Manage folder properties and publish folders as libraries
Manage security settings for files and folders
Mark up files during development and approval
View and analyze file usage