Welcome to the DockBox Management Page of RentalTide! This guide will help you navigate and utilize all the features available on the DockBox Management Page, ensuring efficient management of your secure file storage within the Point of Sale (POS) system.
Introduction
The DockBox Management Page is a vital component of RentalTide's POS system, designed to provide secure and organized storage for your operational files. This page allows authorized users to:
View Files: Access a comprehensive list of stored files.
Upload Files: Add new files to the DockBox storage.
Delete Files: Remove obsolete or unnecessary files from the system.
Share Files: Generate shareable links for files with customizable expiration times.
Rename Files: Update the names of existing files while preserving their extensions.
Preview Files: View files directly within the application.
Dashboard Overview
Upon accessing the DockBox Management Page, you'll encounter the following key components:
Dashboard Header:
Title: "DockBox"
Subtitle: "Secure file storage for your operations."
Actions:
Upload File Button: Located in the header, represented by the CloudUpload Icon, allows authorized users to upload new files.
Current Location Display:
Information: Shows the currently selected location for which files are being managed.
Location Selector: Enables users to switch between different locations to manage their respective files.
Files List:
List Items: Each file is displayed with relevant details and action buttons.
File Icons: Visual representation based on file type (images, documents, etc.).
Loading Indicators:
CircularProgress: Displayed while file data is being fetched to indicate loading states.
Dialogs:
Delete Confirmation Dialog: Confirmation prompt before deleting a file.
Share Dialog: Interface to generate shareable links with customizable expiration times.
Share Link Dialog: Displays the generated shareable link with copy functionality.
Rename Dialog: Form for renaming existing files.
Location Selection Dialog: Prompt to select a specific location if "All Locations" is selected.
Notifications:
Snackbar Notifications: Provide real-time feedback on actions such as successful uploads, deletions, renames, share link generations, and error messages.
Managing Files
Efficiently manage your operational files with the intuitive features available on the DockBox Management Page. This section covers viewing files, uploading new files, deleting files, sharing files, renaming files, and handling file previews.
Viewing Files
The Files List provides a comprehensive view of all files associated with your selected location.
Features:
File Details:
Id: Displays the unique identifier of the file (
fileKey).Placeholders: Lists any placeholders associated with the file for personalized communications.
Interactive Actions:
Preview File: Click to open the file in a new tab for viewing.
Rename File: Click to open the Rename Dialog and update the file's name.
Share File: Click to open the Share Dialog and generate a shareable link.
Delete File: Click to open the Delete Confirmation Dialog and remove the file from the system.
Usage Tips:
Quick Identification: Utilize the displayed file details to quickly identify and differentiate between various files.
Efficient Management: Use the action buttons to perform previews, renames, shares, or deletions directly from the list without navigating away.
Visual Representation: The file icons provide a quick visual reference to the file type, aiding in faster identification.
Uploading Files
Uploading new files ensures that all necessary operational documents and media are securely stored and easily accessible.
How to Upload a New File:
Access Upload File Button:
Located in the Dashboard Header, click on the Upload File Button (represented by the CloudUpload Icon) to open the file selection dialog.
Select File:
Choose a file from your local device to upload. Supported file types include PNG, JPEG, GIF, PDF, and DOC files.
Upload Constraints:
File Types: Only PNG, JPEG, GIF, PDF, and DOC files are supported.
File Size: The maximum allowed file size is 5 MB.
Initiate Upload:
After selecting a valid file, the upload process will begin automatically.
A CircularProgress indicator will display to show the upload status.
Confirmation:
Upon successful upload, the file will appear in the Files List, and a success notification will be displayed.
If the upload fails, an error notification will inform you of the issue.
Usage Tips:
File Naming: Ensure that files have clear and descriptive names to facilitate easy identification.
Organized Storage: Regularly upload and categorize files to maintain an organized storage system.
Compliance: Adhere to file type and size restrictions to ensure successful uploads and optimal system performance.
Deleting Files
Removing obsolete or unnecessary files helps maintain an organized and efficient storage system.
How to Delete a File:
Locate the File:
In the Files List, find the file you wish to delete.
Initiate Deletion:
Click on the Delete Icon (represented by the Delete Icon) associated with the file.
This action will open the Delete Confirmation Dialog.
Confirm Deletion:
Review the confirmation message to ensure you intend to delete the file.
Click the "Delete" button to proceed with the deletion.
Confirmation:
Upon successful deletion, the file will be removed from the Files List, and a success notification will appear.
If the deletion fails, an error notification will inform you of the issue.
Usage Tips:
Confirmation Prompt: Always confirm deletions to avoid accidental removal of important files.
Review Dependencies: Ensure that the file is not linked to any ongoing operations or communications before deletion.
Permission Checks: Only users with the appropriate permissions can delete files to maintain system integrity.
Sharing Files
Generating shareable links allows you to distribute files securely with customizable access durations.
How to Share a File:
Locate the File:
In the Files List, find the file you wish to share.
Initiate Sharing:
Click on the Share Icon (represented by the Share Icon) associated with the file.
This action will open the Share Dialog.
Set Expiration Time:
In the Share Dialog, select the desired expiration time for the shareable link. Options include:
1 Hour
6 Hours
12 Hours
24 Hours
48 Hours
7 Days
Generate Link:
After selecting the expiration time, click the "Generate Link" button.
A CircularProgress indicator will display to show the link generation status.
Copy and Share Link:
Upon successful generation, the Share Link Dialog will appear, displaying the shareable link.
Click the Copy Icon to copy the link to your clipboard.
Share the link with the intended recipients as needed.
Link Expiration:
The generated link will expire after the selected duration, ensuring controlled access to the file.
Usage Tips:
Controlled Access: Choose appropriate expiration times based on the sensitivity and intended usage of the file.
Secure Sharing: Share links only with trusted recipients to maintain file security.
Monitoring: Regularly review and manage shareable links to ensure they are still needed and valid.
Renaming Files
Updating the names of existing files ensures clarity and consistency within your storage system.
How to Rename a File:
Locate the File:
In the Files List, find the file you wish to rename.
Initiate Renaming:
Click on the Edit Icon (represented by the Edit Icon) associated with the file.
This action will open the Rename Dialog.
Enter New Name:
In the Rename Dialog, enter the new name for the file.
Note: The file extension (e.g.,
.png,.pdf) cannot be changed and will be preserved automatically.
Submit Renaming:
After entering the new name, click the "Rename" button.
A CircularProgress indicator will display to show the renaming status.
Confirmation:
Upon successful renaming, the file name in the Files List will update, and a success notification will appear.
If the renaming fails, an error notification will inform you of the issue.
Usage Tips:
Consistent Naming: Use clear and descriptive names to facilitate easy identification and organization.
Preserve Extensions: Ensure that only the file name is changed while keeping the extension intact to maintain file integrity.
Avoid Special Characters: Use alphanumeric characters and avoid special symbols to prevent potential issues with file handling.
Previewing Files
Viewing files directly within the application allows you to verify their contents without downloading.
How to Preview a File:
Locate the File:
In the Files List, find the file you wish to preview.
Open File Preview:
Click on the Open Button (represented by the Open Button) associated with the file.
This action will open the file in a new browser tab for viewing.
Usage Tips:
Immediate Verification: Use the preview feature to quickly verify the contents of a file without the need to download it.
Supported File Types: Ensure that the file type is supported for previewing within your browser (e.g., images, PDFs).
Security: Only preview files from trusted sources to maintain system security.
Permissions and Access Control
Access to the DockBox Management Page is governed by a robust permissions system to ensure that only authorized users can view and manage file data.
Key Permissions:
manage_website_access: Grants access to the DockBox Management Page and its functionalities.
Managing Permissions:
Role-Based Access: Permissions are typically assigned based on user roles within the organization (e.g., Admin, Operations Manager, Content Specialist).
Verification: The DockBox Management Page checks user permissions before rendering action buttons or enabling functionalities to prevent unauthorized access.
Usage Tips:
Ensure Proper Access: Verify that your user account has the necessary permissions to perform desired actions on the DockBox Management Page.
Requesting Access: If you lack certain permissions but require them for your role, contact your system administrator or support team to request access.
Error Handling and Notifications
The DockBox Management Page incorporates robust error handling and user-friendly notifications to keep you informed about the system's status and any issues that may arise.
Key Features:
Snackbar Notifications:
Provide real-time feedback on actions such as successful uploads, deletions, renames, share link generations, and error messages when operations fail.
Loading Indicators:
CircularProgress: Indicates ongoing operations like data fetching, file uploads, deletions, renames, and share link generations.
Dialogs and Alerts:
Delete Confirmation Dialog: Prevents accidental deletions by confirming user intent.
Share Dialog: Facilitates the generation of shareable links with selectable expiration times.
Share Link Dialog: Displays the generated shareable link with copy functionality.
Rename Dialog: Allows users to rename files while preserving their extensions.
Location Selection Dialog: Prompts users to select a specific location if "All Locations" is selected.
Usage Tips:
Immediate Feedback: Pay attention to snackbar notifications for instant updates on your actions and system status.
Handle Errors Promptly: Address any error messages or dialogs immediately to ensure smooth operations and accurate file management.
Maintain Connectivity: Ensure a stable internet connection to facilitate seamless data fetching and file management.
Frequently Asked Questions (FAQs)
1. How do I upload a new file?
Answer: Click on the Upload File Button (represented by the CloudUpload Icon) located in the Dashboard Header. Select a valid file (PNG, JPEG, GIF, PDF, DOC) from your device. Ensure the file size does not exceed 5 MB. The upload process will begin automatically, and upon successful upload, the file will appear in the Files List with a success notification.
2. Why is the "Upload File" button disabled for me?
Answer: The "Upload File" button may be disabled if you have selected "All Locations," which restricts file management to specific locations, or if your user account lacks the necessary manage_website_access permission. To resolve this, ensure you have the appropriate permissions and select a specific location if required. If the issue persists, contact your system administrator or support team.
3. How can I generate a shareable link for a file?
Answer: In the Files List, locate the file you wish to share and click on the Share Icon (represented by the Share Icon). In the Share Dialog, select the desired expiration time for the link (e.g., 24 hours) and click "Generate Link." A Share Link Dialog will appear displaying the generated link. Click the Copy Icon to copy the link to your clipboard for sharing.
4. Why am I seeing an error message when trying to delete a file?
Answer: Error messages during deletion can occur due to network issues, insufficient permissions, or server errors. Ensure that your user account has the manage_website_access permission and that your internet connection is stable. If the issue persists, contact support with specific error details for assistance.
5. Can I manage files across all locations simultaneously?
Answer: Yes, you can view files across all locations by selecting "All Locations" in the location selector. However, certain actions like uploading, sharing, renaming, or deleting files require you to select a specific location to ensure accurate management and avoid conflicts.
6. Is the file data secure on this page?
Answer: Yes, all file data displayed on the DockBox Management Page is securely transmitted and stored in compliance with data protection standards. Access is restricted based on user permissions to ensure data privacy and security.
7. How do I rename a file without changing its extension?
Answer: In the Files List, locate the file you wish to rename and click on the Edit Icon (represented by the Edit Icon). In the Rename Dialog, enter the new name for the file without altering its extension. The system will automatically preserve the file extension. Click "Rename" to apply the changes. Upon successful renaming, the file name in the Files List will update accordingly.
Troubleshooting
Issue 1: Unable to Upload a New File
Possible Cause: Insufficient permissions, selecting "All Locations," unsupported file type, file size exceeds limit, or network connectivity issues.
Solution:
Check Permissions: Ensure your user account has the manage_website_access permission.
Verify Location Selection: Ensure that a specific location is selected and not set to "All Locations."
Check File Type and Size: Confirm that the file is of a supported type (PNG, JPEG, GIF, PDF, DOC) and does not exceed 5 MB.
Check Internet Connection: Make sure your device is connected to the internet.
Retry Upload: Attempt to upload the file again after addressing the above.
Contact Support: If the issue persists, reach out to the support team with specific error details for assistance.
Issue 2: Files Not Loading Properly
Possible Cause: Network connectivity issues, server downtime, incorrect location selection, or permissions issues.
Solution:
Check Internet Connection: Ensure your device is connected to the internet.
Verify Location Selection: Make sure a specific location is selected and not set to "All Locations" without available data.
Refresh the Page: Click the Refresh Button or reload the DockBox Management Page.
Check Permissions: Ensure your user account has the manage_website_access permission.
Contact Support: If the issue persists, contact support with specific error details.
Issue 3: Cannot Generate a Shareable Link
Possible Cause: Network issues, server errors, insufficient permissions, or invalid file selection.
Solution:
Check Permissions: Ensure your user account has the manage_website_access permission.
Verify File Selection: Ensure that a valid file is selected for sharing.
Check Connectivity: Ensure your device is connected to the internet.
Retry Sharing: Attempt to generate the shareable link again after verifying permissions and connectivity.
Contact Support: If the problem continues, contact support with specific error details for assistance.
Issue 4: Rename File Functionality Not Working
Possible Cause: Insufficient permissions, network issues, invalid input data, or server errors.
Solution:
Check Permissions: Ensure your user account has the manage_website_access permission.
Verify Input Data: Ensure that the new file name is valid and does not contain prohibited characters.
Check Connectivity: Ensure your device is connected to the internet.
Retry Renaming: Attempt to rename the file again after verifying permissions and input data.
Contact Support: If renaming fails repeatedly, reach out to support with detailed information.
Issue 5: Share Link Not Copying to Clipboard
Possible Cause: Browser restrictions, clipboard API issues, or JavaScript errors.
Solution:
Browser Permissions: Ensure that your browser allows clipboard access.
Manual Copy: If the copy functionality fails, manually select and copy the link from the Share Link Dialog.
Check Browser Extensions: Disable any extensions that might interfere with clipboard operations.
Retry Copying: Attempt to copy the link again after addressing the above.
Contact Support: If the issue persists, notify support with specific error details.
Issue 6: File Icon Not Displaying Correctly
Possible Cause: Image load failures, unsupported file types, or corrupted files.
Solution:
Check File Integrity: Ensure that the file is not corrupted and is of a supported type.
Reload the Page: Refresh the DockBox Management Page to attempt reloading the file icons.
Check Browser Compatibility: Ensure you are using a supported and updated browser version.
Disable Browser Extensions: Some extensions might interfere with image loading. Try disabling them and accessing the page again.
Contact Support: If the issue persists, reach out to support with specific error details.
Issue 7: Add Text Template Modal Not Opening
Possible Cause: UI glitches, permissions issues, or JavaScript errors.
Solution:
Check Permissions: Ensure your user account has the manage_website_access permission to manage DockBox files.
Refresh the Page: Reload the DockBox Management Page to reset UI components.
Clear Browser Cache: Sometimes, cached data can cause functionality issues. Clear your browser's cache and try again.
Disable Browser Extensions: Some extensions might interfere with modal functionality. Try disabling them and accessing the modal again.
Contact Support: If the issue persists, notify support with specific error details for further assistance.