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title: Global files
description: Help Center
---

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# Global files

In this article, we will review how to upload and manage global files.

### **Upload a global file**

Global ➜ Click on "Global Files" ➜ Select the desired folder ➜ Click on "Upload"

![](https://help.inspectly.com/hs-fs/hubfs/Knowledge%20Base%20Import/20212687286045.png?width=729&height=735&name=20212687286045.png)

 

Select the file to be uploaded ➜ Specify the revision number ➜ Click on "Upload"

![](https://help.inspectly.com/hs-fs/hubfs/Knowledge%20Base%20Import/20212660385309.png?width=604&height=543&name=20212660385309.png)

 

Your global file is now uploaded to a global folder and is therefore part of your folder structure.

![](https://help.inspectly.com/hs-fs/hubfs/Knowledge%20Base%20Import/20212687292061.png?width=861&height=485&name=20212687292061.png)

In addition to uploading individual global files to your account, you also have the option to adjust the settings for your files and upload revisions. These functions will be covered in the next section.

 

### **Settings for global folders and files**

In this section, we will review the settings available for your global folders and how to upload a revision of a global file.

 

#### **Edit a folder for global files**

Global ➜ Click on "Global Files" ➜ Click on the "three dots" to the right of the desired folder ➜ Click on "Edit"

![](https://help.inspectly.com/hs-fs/hubfs/Knowledge%20Base%20Import/20212687294621.png?width=668&height=847&name=20212687294621.png)

**You can now change the settings for your folder within three categories:**

- [Master data](https://help.inspectly.com/hc/en-gb/articles/17769844781597-Global-files?hsLang=en#h_01J2X745GRB3HDW3RRSYZ42ZQG)
- [Internal access](https://help.inspectly.com/hc/en-gb/articles/17769844781597-Global-files?hsLang=en#h_01J2X68017W1GGNB7NR8PXN3EY)
- [External access](https://help.inspectly.com/hc/en-gb/articles/17769844781597-Global-files?hsLang=en#h_01J2X6EEATQYB3E420D0F142MG)

 

### **MASTER DATA**

**![](https://help.inspectly.com/hs-fs/hubfs/Knowledge%20Base%20Import/20212660393501.png?width=893&height=614&name=20212660393501.png)**

**Here you can do the following:**

- Specify a relevant folder name
- Activate or deactivate the folder
- Make the folder visible in the Inspectly app

 

### **INTERNAL ACCESS**

**![](https://help.inspectly.com/hs-fs/hubfs/Knowledge%20Base%20Import/20212687298973.png?width=894&height=615&name=20212687298973.png)**

**Here you can do the following:**

- Select a specific profession that should have access to the folder
- Select a specific user group that should have access to the folder

 

### **EXTERNAL ACCESS**

**![](https://help.inspectly.com/hs-fs/hubfs/Knowledge%20Base%20Import/20212687304477.png?width=905&height=625&name=20212687304477.png)**

**Here you can do the following:**

- Limit the access to folders 
    - Hide from external organizations
    - Share with all external organizations
    - Share with selected professions
- Allow external organizations to upload files to the folder in ProjectWeb
- Send invitation emails to new externals

After setting up your folder, finish by clicking **"Save"**.

 

#### **Edit a global file**

Select global ➜ Click on "Global Files" ➜ Access your global folder ➜ Select the global file you wish to edit ➜ Click on the three dots to the right of the file ➜ Click on "Edit" in the dropdown menu.

![](https://help.inspectly.com/hs-fs/hubfs/Knowledge%20Base%20Import/20212660406685.png?width=1883&height=600&name=20212660406685.png)

![](https://help.inspectly.com/hs-fs/hubfs/Knowledge%20Base%20Import/20212660407837.png?width=1218&height=251&name=20212660407837.png)

You now have the opportunity to edit your global file in the "Master Data and Availability" section.

 

### **Master data and availability**

The first page you encounter is called "Master Data and Availability." This is where you can adjust the settings for your global files.

![](https://help.inspectly.com/hs-fs/hubfs/Knowledge%20Base%20Import/20212660410269.png?width=1148&height=615&name=20212660410269.png)

1. **Enter document name:** Here you can specify the name your global file should have.
2. **Enter document description:** Here you can add a description of what the document is about.
3. **Availability:** 
     - **Active:** Here you can choose whether your global file should be active or inactive. If you choose to deactivate your global file, it will no longer appear in your global folder structure until you activate it again.
     - **Visible on app:** Here you can choose whether your global file should be available on the app or not.
     - **Available offline:** Here you can choose whether your global file should be available offline. If you choose to make it available offline, the global file will be downloaded to the user's quality assurance device.
     - **Push notification:** Send a push notification to your users when a new file is created.

 

#### **Upload new revision of a global file**

Select Global ➜ Click on "Global Files" ➜ Select the global folder containing the file to which a revision should be uploaded ➜ Click on the "Global File" to which the revision should be uploaded

![](https://help.inspectly.com/hs-fs/hubfs/Knowledge%20Base%20Import/20212687316765.png?width=1147&height=601&name=20212687316765.png)

 

Click on Revisions ➜ Select the global file to be uploaded ➜ Specify a revision number ➜ Finish by clicking "Save"

![](https://help.inspectly.com/hs-fs/hubfs/Knowledge%20Base%20Import/20212660415517.png?width=1165&height=620&name=20212660415517.png)

Your new revision of the "Global File" is now available.

**Note: The latest version of your file will always be the one available.**

 

#### **Share files**

It is possible to share files via link and QR code – **[Read more about it HERE!](https://help.inspectly.com/hc/en-gb/articles/25022600579485?hsLang=en)**

 

### **Contact us**

If you have any questions, you are always more than welcome to contact our support at [support@inspectly.com](mailto:support@inspectly.com)

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