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Organisation File Browser: Documents and Resources

Browse organisation files on Seaty: download shared documents, upload drag-and-drop, manage folders, and access admin or member resources from anywhere.

Overview

Organisation Files provides browser-based access to shared documents, templates, and resources that your organisation has made available to staff and members.

At its simplest, Organisation Files answers one question: Where can I find the shared documents and resources my organisation provides?

Who uses this: Organisation administrators with Files permission, and organisation members (for member-accessible files).

Key capabilities:

  • Browse folder structures to find documents
  • Upload files directly with drag-and-drop support
  • Create, rename, move, and delete files and folders
  • Select multiple files for bulk operations
  • Search files across folders
  • Download files of any type to your device
  • Preview documents and images with thumbnail previews
  • Play audio and video files directly in the browser
  • Navigate using folder paths with shareable URLs
  • Access from website or mobile app

Note: Unlike event-specific files, organisation files are available across all events and persist independently of individual events.

Location: Organisation Admin Menu → Files

How It Works

At a glance: Your organisation stores shared files in a connected cloud folder. You browse and download these files directly within the platform.

1. Access the file browser

Navigate to your organisation's admin page, open the admin menu, and select Files. The browser displays all folders and files your organisation has shared.

2. Browse and navigate

Click folders to explore the structure. Use the folder path at the top to jump back to any level. Folders appear first, followed by files sorted intelligently (so "Act 1", "Act 2", "Act 10" appear in the correct order).

3. Preview or download

For supported formats (documents, spreadsheets, images), click the preview button to view without downloading. For any file, click download to save it to your device.

Think of it this way:

  • Organisation Files provides shared resources available to your whole team
  • Event Files provides documents specific to a single event
  • Files can be managed directly from the website or through your cloud storage app

Access Requirements

To view admin files:

  • Organisation Files permission

To view member files:

  • Organisation membership (for regular members)
  • Organisation Files permission (for administrators)

Prerequisites:

  • Organisation must have cloud storage connected (Admin or Member connection)
  • User must be logged in
  • Files must exist in the connected folder

Note: If you don't see the Files option in your organisation menu, your organisation may not have cloud storage connected or you may lack the required permissions.

Admin Files vs Member Files

Organisation Files supports two separate connection types with different access levels.

Why two types? This separation ensures sensitive administrative documents remain private whilst allowing general resources to be shared with all members.

Admin Files

Who can access: Only users with Organisation Files permission.

Typical content:

  • Financial templates and budgets
  • Administrative procedures
  • HR policies and documents
  • Sensitive company information
  • Internal planning materials
  • Contract templates

Where files are stored: Your organisation's admin files folder in connected cloud storage

Access method: Organisation Admin Menu → "Files" (or "Organisation admin files")

Member Files

Who can access: Any organisation member, or administrators with Organisation Files permission.

Typical content:

  • Brand guidelines and logos
  • Marketing templates
  • Public policies
  • Training materials
  • Venue maps and information
  • Shared resources members need

Where files are stored: Your organisation's member files folder in connected cloud storage

Access method: Organisation public page → "Organisation member files" link (for members), or Organisation Admin Menu (for administrators)

Note: Member files only appear if your organisation has memberships enabled and member cloud storage connected.

Accessing Organisation Files

From Organisation Admin Menu

For administrators:

  1. Navigate to your organisation's admin page
  2. Click the organisation admin menu (three dots or menu button)
  3. Select "Files" (or "Organisation admin files" / "Organisation member files")
  4. File browser opens showing your folder contents
  5. Navigate, preview, and download as needed

The Files option only appears if:

  • You have Organisation Files permission (for admin files)
  • Organisation has cloud storage connected
  • Files exist in the connected folder

From Organisation Public Page

For members (Member files only):

  1. Visit your organisation's public landing page
  2. Look for "Organisation member files" link
  3. Click to access the file browser
  4. View files shared with all members

Member file access requires:

  • Active organisation membership
  • Organisation has member cloud storage connected
  • Memberships enabled for the organisation

Browsing Files

File Browser Interface

The file browser displays your folder contents with:

Folder structure:

  • Folders displayed at the top (bold text)
  • Files listed below folders
  • Click folders to navigate deeper

File information:

  • File name (without extension for files)
  • File type and icon
  • File size (automatically formatted)
  • Last modified date

Folder path navigation:

  • Shows current location in folder structure
  • Click any part of the path to jump to that folder
  • Root shows organisation tag (e.g., #yourorg)

Smart Sorting

Files are sorted intelligently:

  • Folders always appear first
  • Numeric sorting recognises numbers in filenames
  • Example: "Act 1", "Act 2", "Act 10" sort correctly (not "Act 1", "Act 10", "Act 2")
  • Alphabetical sorting for non-numeric names

Why smart sorting? Standard alphabetical sorting would place "Act 10" before "Act 2". Smart sorting recognises numbers and orders them naturally, which is essential for scripts, schedules, and numbered documents.

Open a folder:

  • Click anywhere on the folder row
  • File list updates to show folder contents
  • Folder path updates to reflect new location

Navigate back:

  • Click any part of the folder path
  • Jump directly to that folder level
  • Click root to return to top level

Folder history:

  • Browser maintains navigation history
  • Use browser back button to return to previous folder
  • Forward button works as expected

Empty Folders

If a folder contains no files:

  • Message displays: "You are connected, but there are no files in this folder"
  • Folder path navigation still works
  • Navigate to parent folders or ask an administrator to add files

Downloading Files

Download any file to your device for offline access.

To download a file:

  1. Locate the file in the browser
  2. Click the download button (download icon) next to the file
  3. Browser initiates download
  4. File saves to your default downloads folder

Download features:

  • Works with any file type
  • Preserves original filename
  • Downloads full file (not compressed)
  • No file size limits

Download button states:

  • Normal: Ready to download
  • Loading animation: Download URL being generated
  • Disabled (greyed): Another operation in progress

All file downloads use secure links that expire after use for your protection.

Previewing Files

Preview supported file types directly in your browser without downloading.

Supported formats:

  • Documents: PDF, DOC, DOCX, TXT
  • Spreadsheets: XLS, XLSX
  • Presentations: PPT, PPTX
  • Images: JPG, JPEG, PNG, GIF

To preview a file:

  1. Locate a file with preview support
  2. Click the preview button (eye icon) next to the file
  3. Preview opens in new browser tab
  4. View, zoom, or read the document
  5. Close tab when finished

Preview features:

  • Opens in new tab (doesn't lose your place)
  • Full preview interface with zoom and scroll
  • Navigate multi-page documents
  • No download required

Note: Preview button only appears for supported file types. Other files (videos, archives, executables) require download.

File Thumbnails

Supported files display thumbnail previews in the file list:

  • Images: JPG, PNG, GIF, TIFF, BMP
  • Documents: PDF (first page)
  • Office Files: Word, Excel, PowerPoint
  • Videos: MP4, MOV (first frame)

Thumbnails make it easier to identify files visually without opening them.

Managing Files

Administrators with file management permissions can upload and organise files directly from the Seaty website.

Uploading Files

Drag and Drop

  1. Drag files from your computer onto the file list
  2. A visual overlay shows where files will upload
  3. Release to start uploading

Drag onto the main area for the current folder, or directly onto a subfolder.

Upload Button Click Upload in the toolbar to open a file picker.

Upload Progress

  • Circular progress indicator with percentage
  • Stop button to cancel mid-upload
  • Multiple files upload simultaneously
  • Continue browsing whilst uploads complete

Folder Uploads Drag entire folders to upload their complete contents with preserved structure.

Creating Folders

  1. Click New folder in the toolbar
  2. Enter the folder name
  3. Click Create

Renaming Items

  1. Select a single file by ticking its checkbox
  2. Click Rename
  3. Enter the new name
  4. Confirm

Moving Files

  1. Select files using checkboxes
  2. Click Move
  3. Navigate to the destination in the modal
  4. Click Move here

Bulk Operations

Selecting Files

  • Tick individual checkboxes
  • Use Select all for everything in the folder
  • Deselect clears your selection

Bulk Actions

  • Move - Relocate selected items
  • Delete - Remove selected items (with confirmation)

Deleting Files

  1. Select files to delete
  2. Click Delete
  3. Confirm in the dialog

Note: Deleted files are removed from Dropbox. Check your cloud storage trash for recovery.

Storage Information

The status bar shows your available Dropbox storage space.

Searching Files

Find files quickly without navigating:

  1. Type your search term in the search box
  2. Click the search icon or press Enter
  3. Results show matching files from current folder and subfolders
  4. Click any result to navigate to it
  5. Click Clear to return to normal browsing

Media Playback

Audio Files

Play audio directly in the browser:

  1. Click the play button on any audio file
  2. An audio player appears at the bottom of the screen
  3. Controls include play/pause, seek bar, and time display
  4. Click skip to advance to the next audio file
  5. The player continues as you navigate folders

Supported: MP3, WAV, FLAC, AAC, M4A, OGG, WMA

Video Files

  1. Click the play button on any video file
  2. A video player overlay opens with full controls
  3. Click outside or the close button to exit

Supported: MP4, MOV, AVI, MKV, WebM, WMV

URL-Based Navigation

Folder paths are stored in the page URL:

  • Bookmark specific folders for quick access
  • Share folder links with team members
  • Use browser back/forward to navigate history

Button States

While browsing, buttons may be temporarily disabled during operations:

  • Normal: Ready to use
  • Loading: Operation in progress (spinning animation)
  • Disabled: Another operation active (greyed out)

Wait for current operation to complete before starting another action.

Organisation Files vs Event Files

Organisation Files and Event Files share the same interface but serve different purposes:

Organisation Files:

  • Scope: Available across all events in organisation
  • Content: Company templates, brand assets, standard procedures
  • Access: Organisation members or administrators
  • Longevity: Persistent resources independent of events
  • Location: Organisation Admin Menu or public page

Event Files:

  • Scope: Specific to a single event
  • Content: Event-specific scripts, schedules, production documents
  • Access: Event ticket holders or event administrators
  • Longevity: Relevant for event duration
  • Location: Event Admin Menu or event page

Both use identical navigation, download, and preview features.

Mobile App Access

Organisation Files works identically on the Seaty mobile app:

Mobile features:

  • Full folder navigation
  • Download files to mobile device
  • Preview documents and images
  • Same interface as website
  • Folder path navigation optimised for mobile
  • Touch-friendly buttons

Files downloaded on mobile save to your device's downloads folder, accessible through your phone's file manager.

File Types and Icons

The file browser displays appropriate icons for different file types:

Documents: PDF, DOC, DOCX, TXT, RTF Spreadsheets: XLS, XLSX, CSV Presentations: PPT, PPTX Images: JPG, JPEG, PNG, GIF, BMP, WebP, SVG Videos: MP4, AVI, MOV, WMV, MKV Audio: MP3, WAV, FLAC, AAC Archives: ZIP, RAR, 7Z, TAR Code: HTML, CSS, JS, TS, Python, Java, C/C++

Each file type displays with recognisable icon and description.

Common Use Cases

Theatre Company

Accessing admin files:

  • Download production budget templates
  • View director contract templates
  • Review venue hire agreements
  • Access staff timesheet templates

Accessing member files:

  • View company brand guidelines
  • Download headshot style guide
  • Get standard audition forms
  • Check rehearsal room locations

School/Education

Accessing admin files:

  • Review safeguarding policies
  • Download risk assessment templates
  • Access budget planning documents
  • View staff training materials

Accessing member files:

  • Download student information packs
  • View facility maps
  • Access term schedules
  • Review school policies

Event Management Company

Accessing admin files:

  • Download client contract templates
  • Access budget planning tools
  • View staff scheduling documents
  • Review vendor agreements

Accessing member files:

  • Download brand assets (logos, colours)
  • Access marketing templates
  • View venue information
  • Get equipment inventory lists

Security and Privacy

Your files are protected through:

  • Secure permission checking - only authorised users can access files
  • Complete separation between organisations - files never mix
  • Admin files are never visible to regular members
  • Member files only visible to members and administrators

All files remain in your connected cloud storage. Disconnecting the storage immediately removes all access for everyone.

Common Questions

Access and Permissions

Why don't I see the Files option in my menu? Your organisation may not have cloud storage connected, or you may lack the required permissions. Contact your organisation administrator to check.

What's the difference between admin files and member files? Admin files are restricted to users with Organisation Files permission (typically staff). Member files are accessible to all organisation members. This separation keeps sensitive documents private whilst sharing general resources widely.

Can I access files on my phone? Yes. The mobile app provides the same file browser with full navigation, preview, and download capabilities.

Downloading and Previewing

Why can't I preview this file? Only certain formats support preview (documents, spreadsheets, presentations, and images). For other file types like videos or archives, download the file to view it.

My download failed. What should I do? Check your internet connection, then try again. If the problem persists, verify the file still exists by asking your administrator.

Can I download multiple files at once? Currently, files must be downloaded individually. For bulk downloads, access the original cloud storage folder.

Managing Files

How do I upload new files? File uploads are managed through the connected cloud storage (outside this platform). Contact your administrator or see Organisation Setup: Files.

How do I delete or rename files? File management is done through the connected cloud storage. Changes appear in the browser after syncing.

Why are files sorted differently than I expected? The browser uses smart sorting that recognises numbers in filenames. "Act 1", "Act 2", "Act 10" appear in numerical order rather than alphabetical.

Troubleshooting

"No files available for this organisation" The organisation hasn't connected cloud storage yet. Contact your administrator about setting up the connection.

Files I know exist aren't showing The connected storage may still be syncing. Wait a moment and refresh the page. Also verify you're viewing the correct connection type (Admin vs Member).

Permission denied when trying to access files You may need Organisation Files permission (for admin files) or active membership (for member files). Contact your administrator.