Using the file manager on Jira Cloud


About the file manager

The file manager is easily accessible from the sidebar, and it's the cornerstone for all that you can do with the Team Files app. When you attach files and folders to your issues, you'll also be using the file manager, and it works the same way.

On this page, you'll find everything about using the Team Files app. From what you can do with your files and folders to managing connected folders. Let's start with the latter since you always need at least one connected folder to use the app.


Managing connected folders

When you open the Team Files app, the first thing you'll see is a list of the connected folders that you can browse and use to collaborate with your team.

Team Files app home screen:

List of the connected folders to the current Jira project.

  1. Refresh folders list button

  2. Connect folder button

  3. Folder tag button

  4. Folder permissions button

  5. Context menu button

  6. Disconnect folder option

Refresh folders list

Use the "Refresh folders list" button to update the connected folders list to access folders your team shared with the latest permissions.

Connect additional folders

In the https://teamfiles.atlassian.net/wiki/spaces/TFD/pages/383582209/Getting+started+on+Jira+Cloud page, we covered how to connect your first folder. The empty screen makes it easy to see how to do it, but you can connect as many folders as you need.

Instructions:

  1. Click the "Connect folder" button.

  2. Select the storage place where the folder is or connect a new one if you need it.

  3. Navigate to where the folder you want to share with your team is.

  4. Select the folders you want to connect by clicking the checkboxes.

  5. Optional: click the "Permissions" tab to set advanced options. By default, any folder you connect will be visible and editable by your team. For more information, check the permissions page.

  6. Click the "Connect" button.

We recommend connecting a folder where you and your team already store your documents, but you can also start with a new one by clicking the "New folder" button.

SharePoint tip: If you can’t see the site where your folder is, you can use the “Find site” button and enter your SharePoint address. More info

All done. You can now use your new folder or add more using the same process. 

 

Folder tag

You can add a tag to your connected folders to help you keep them organized and easy to access.

Only the person who connected the folder can add and edit the tag.

Adding a tag

To add a tag:

  1. Click the tag button.

  2. Enter a name.

  3. Pick a color.

  4. Click Save.

All done.

Editing a tag

To edit the tag, simply click the tag button again. You can change the description and color. Click Save when you’re done.

Removing a tag

To completely remove a tag:

  1. Click the tag button.

  2. Click the Remove tag button.

  3. Confirm the removal.

All done.

This action is undoable, but you can add a tag again at any moment.

Folder permissions

You can set permissions for connected folders at any moment from the File Manager by clicking the lock icon. For more information, check the permissions page.

Disconnect a folder

It's also possible to disconnect folders you no longer need. Before getting into how to do it, it's relevant to know that you're only breaking the link in the Team Files app to the original storage when you disconnect a folder. All your content is safe, but any files and folders you or your team attached to Jira issues from the disconnected folder also lose the link to the original storage and become unavailable.

This action is undoable, and even if you connect the same folder again, the old links will NOT work.

Instructions:

  1. Click the context menu button (look for the ··· button) on the right side of the folder you want to disconnect.

  2. Click the "Disconnect" option.

  3. Confirm by clicking the "Disconnect" button.

All done. Your folder is safe and sound, but your team can't use it anymore in the Team Files app. 

Keep in mind that you can only disconnect the folders you added. 


Managing connected places

While using the Team Files app, you can connect folders stored in SharePoint, OneDrive for Business, Google Drive, Dropbox, OneDrive, Box, Egnyte, or FTP Servers. You only need to authorize the app to access that storage place first. You're in control of your storage places: only you can see the places you allowed, and you, and only you, can disconnect them.

You can view your connected places when you connect a new folder or from the settings page.

Connect folder dialog:

List of your connected places.

  1. Connect place button

  2. Context menu button

  3. Rename place option

  4. Disconnect place option

Connect a place

Instructions:

  1. From the list of connected folders, click on the "Connect folder" button.

  2. If you have connected places before, you'll see them on the list. Click the "Connect place" button (1). If you haven't, you'll see a list of all the places you can connect to directly.

  3. Select the storage place you want to connect and authenticate.

You can connect several accounts of the same service. For example, you can connect a Personal Dropbox and Dropbox for business.


Connecting a Dropbox folder

 


Connecting a Google Drive folder

 


Connecting a SharePoint folder

 


Connecting a OneDrive for Business

 


Connecting a OneDrive folder

 


Connecting a Box folder

 


Connecting an Egnyte folder

 


Connecting an FTP folder

 


All done. Your new place is now connected. You can now browse it to connect a folder or return to the file manager.

 

Rename a place

You can connect several accounts from the same service, and by default, we add a number at the end when you do it to differentiate them. To help you keep things organized, you can rename your places to something more meaningful to you.

Instructions:

  1. From the list of connected folders, click on the "Connect folder" button.

  2. Click the context menu button (2) on the right side of the place you want to rename.

  3. Click the "Rename" option (3).

  4. Enter the new name and click save.

That's it. It just takes a few moments to update the name, and it's ready to use.

You can also rename and manage your places from the settings page.

Disconnect a place 

Before getting into how to do it, it's relevant to know that you're only breaking the Team Files app's link to the original storage when you disconnect a place. All your content is safe, but any folders you have connected from that place will also be disconnected. Consequently, files and folders that you or your team attached to Jira issues from the disconnected folders also lose the original storage link and become unavailable.

This action is undoable, and even if you connect to the same place again, the old links will NOT work.

Instructions:

  1. From the list of connected folders, click on the "Connect folder" button.

  2. Click the context menu button (2) on the right side of the place you want to disconnect.

  3. Click the "Disconnect" option (4).

  4. Confirm by clicking the "Disconnect" button.

All done. Your storage place is safe and sound but no longer accessible in the Team Files app. 

You can also disconnect and manage your places from the settings page.


Using the connected folders

Now that we know how to connect folders, it's time to learn how to make the most of the Team Files app. This section will cover what you can do with files and folders and how to add content to your connected folder.

Click a connected folder to view its content. You'll find the navigation at the top, your content in the center, and extra options to the right.

  1. Current folder name

  2. Path: you can click in any section to return there

  3. Back button: return to the previous folder

  4. Content area

  5. New folder button

  6. Upload file button

  7. New document button

  8. Sort button

If your window is too narrow, the right section is hidden, but all the options are available in the context menu that appears next to the navigation.

Using your files

  1. Preview click area

  2. Edit button

  3. Context menu

  4. Attach to issue

  5. Download file

  6. Rename file

  7. Open in [Storage]

  8. Delete file

Preview files

You can preview your files' content by clicking the icon or name of the file (1) you want. You can preview images, PDF documents, and Microsoft Office and Google documents. For more details, check the preview and edit documents page.

Edit documents

You can edit Microsoft Office documents right from the file manager by clicking the Edit button (2). A new tab opens with the corresponding Microsoft Office 365 editor, and it's ready for edition. It supports real-time collaboration, so there are no file lockdowns. There's an autosave feature, so when you finish, just close the tab. 

 

If you're using Google Drive, you can edit Google Drive documents the same way. Just click the edit button. Google Docs also supports real-time collaboration and autosave.

The edit option is also available when you're previewing the file (check https://teamfiles.atlassian.net/wiki/spaces/TFD/pages/383647789/Preview+files+on+Jira+Cloud) and when you attach the document to an issue.

For more details, check the https://teamfiles.atlassian.net/wiki/spaces/TFD/pages/414908417/Edit+documents+on+Jira+Cloud page.

Attach a file to an issue

In Jira, you can attach files and folders to your issues directly from the file manager.

Instructions:

  1. Open the context menu of the file to attach.

  2. Click the "Attach to issue" option.

  3. Select the issue where you want to attach the file or folder. You can use the search field to look for a particular issue or even use the JQL search.

  4. Click the "Attach" button.

All done. Your file is now attached to the issue. You can click the "View issue" button to jump to the issue page.

You need to add the app to the issue page to view the attached files and folders from the file manager.

Download a file

  1. Click the context menu of the file you want to download.

  2. Click the "Download" option.

Your browser will open a new tab to download the file automatically. Depending on the browser you're using, the tab closes itself when the download starts, or it might ask you permission to download the file (noticeably Safari browser), requiring that you click the "Allow" button.

After a few moments, depending on the size of the file, you'll be able to find it in your default download folder.

The download option is also available in preview mode (check https://teamfiles.atlassian.net/wiki/spaces/TFD/pages/383647789/Preview+files+on+Jira+Cloud) and files attached to issues.

 

Rename a file

  1. Click the context menu of the file you want to rename.

  2. Click the "Rename" option.

  3. Enter the new name in the dialog window.

  4. Click the "Save" button. All done. 

When you change the name of a file, it's updated in the connected storage too.

Open in original storage

  1. Click the context menu of the file you want to open.

  2. Click the “Open in [Storage]” option.

The file opens in a few seconds on the original storage site.

Delete a file

  1. Click the context menu (3) of the file you want to delete.

  2. Click the "Delete" option (7).

  3. Click the "Delete" button in the confirmation dialog. All done. 

When you delete a file, it's removed in the connected storage place too. This action is undoable in the Team Files app. 

 

Upload a file

Via drag and drop

You can drag a file from a local folder and drop it in the folder you have open in the Team Files app to upload it there. Doing this will save the file in the storage place containing the connected folder, helping you build your single source of truth.

 

Via file picker

  1. Click the "Upload file" button on the right or at the bottom of the open folder.

  2. Look for the file you want to upload in the file picker.

  3. Select the file and confirm.

Depending on the file's size, your file can take a few moments to become available in the app.

The upload option is also available when you attach a folder to an issue. You can drag and drop a file there to upload it.

 

Creating new documents

With the Team Files app, you can create documents right where you need them. It is always ready for real-time collaboration, with no file locks, and saved back to the storage place containing the connected folder, avoiding duplicates.

For Microsoft Office Documents:

  1. Click the "New Document" button.

  2. Select the kind of document you want.

  3. Type a name for your document and click the "Create" button.

After a few moments, your document appears in the folder, and you can start editing it.

For Google Documents:

  1. Click the "New Document" button.

  2. Select the kind of document you want.

  3. A new tab with the Google editor opens, and you can start editing your document.

You can close the tab when you finish your edits. Your new document will show in your folder when you reload the page.

You can create Microsoft Office documents in any connected folder, but Google Documents are only available for connected folders from Google Drives.

 

Folder actions

  1. Preview click area

  2. Context menu

  3. Attach to issue

  4. Rename folder

  5. Open in [Storage]

  6. Delete folder

View the content of a folder

You can see the content of a folder by clicking on it (1). You can also click folders inside to view the content or click the back button to return to the previous one.

Attach a folder to an issue

In Jira, you can attach files and folders to your issues directly from the file manager.

Instructions:

  1. Open the context menu of the folder to attach.

  2. Click the "Attach to issue" option.

  3. Select the issue where you want to attach the file or folder. You can use the search field to look for a particular issue or even use the JQL search.

  4. Click the "Attach" button.

All done. Your folder is now attached to the issue. You can click the "View issue" button to jump to the issue page.

You need to add the app to the issue page to view the attached files and folders from the file manager.

 

Rename a folder

Instructions:

  1. Click the context menu of the folder you want to rename.

  2. Click the "Rename" option.

  3. Enter the new name in the dialog window.

  4. Click the "Save" button. All done. 

When you change the name of a folder, it's updated in the connected storage too.

 

Open in original storage

  1. Click the context menu of the folder you want to open.

  2. Click the “Open in [Storage]” option.

The folder opens in a few seconds on the original storage site.

 

Delete a folder

Instructions:

  1. Click the context menu of the folder you want to delete.

  2. Click the "Delete" option.

  3. Click the "Delete" button in the confirmation dialog. All done. 

When you delete a folder, it's removed in the connected storage too. This action is undoable in the Team Files app. 

 

Create a folder

To help you keep things organized, you can create new folders whenever you need them. 

Instructions:

  1. Click the "New Folder" button on the right side (or from the context menu in narrow views).

  2. Enter the name in the dialog window.

  3. Click the "Save" button.

After a few moments, the view reloads, and your new folder will be listed and ready to use.

Sort

The content of your folders is ordered alphabetically by default. 

You can change this by clicking the "Sort by name" button and selecting a sort of option and the order you prefer. You can sort content by name, type, modified date, and file size. The button will always reflect your selection.


Wrap up

Now you know all that you need to use the file manager. You can now learn more about previewing files, editing documents, or attaching files and folders to Jira Cloud issues.

If you still have questions about the file manager, visit our support portal and send us your questions. Our team is always happy to help.