File Manager Overview
Document Management System
The Gulf-O-Flex File Manager is a comprehensive document management system designed specifically for MEP engineering projects. Store, organize, and share technical drawings, specifications, calculations, and reports with your team securely and efficiently.
Supported File Types
- • CAD files (DWG, DXF, DGN)
- • PDFs and technical documents
- • Images (JPG, PNG, TIFF)
- • Spreadsheets (XLSX, CSV)
- • 3D models (RVT, SKP, IFC)
Key Features
- • Unlimited storage capacity
- • Version control and history
- • Team collaboration tools
- • Advanced search capabilities
- • Automated backup system
Getting Started
Access File Manager
Navigate to File Manager from the main menu or dashboard. Your personal workspace will load automatically.
Quick Access: Dashboard → File Manager or Main Menu → Documents
Create Folder Structure
Organize your documents with a logical folder hierarchy. Use project names, disciplines, or dates for easy navigation.
Recommended Structure:
📁 Projects
📁 Office Complex 2024
📁 Mechanical
📁 Electrical
📁 Plumbing
📁 Residential Tower
📁 Templates
📁 Standards & Codes
Upload Documents
Drag and drop files or use the upload button. Add descriptions and tags for better organization.
Pro Tip: Upload multiple files at once by selecting them together or dragging an entire folder.
Key Features
Upload & Storage
Multiple Upload Methods
Drag & Drop
Simply drag files from your computer directly into the file manager interface.
Browse & Upload
Use the upload button to browse and select files from your device.
Bulk Upload
Upload entire folders while maintaining directory structure.
Storage Features
- Unlimited storage capacity
- Maximum file size: 500MB per file
- Automatic virus scanning
- Daily automated backups
- 99.9% uptime guarantee
Organization & Search
Advanced Search
- • Search by filename, content, or metadata
- • Filter by file type, size, or date
- • Tag-based organization system
- • Full-text search in documents
- • Saved search queries
- • Boolean search operators
Metadata Management
Custom Properties
Add project codes, discipline tags, revision numbers
Automatic Extraction
Title blocks, drawing numbers, creation dates
Smart Categories
AI-powered automatic file categorization
Version Control
Automatic Versioning
Every file upload creates a new version automatically while preserving all previous versions.
Version Comparison
Compare different versions side-by-side to track changes and modifications.
Rollback Options
Easily restore any previous version if needed, with complete audit trail.
Team Collaboration
Sharing & Permissions
Folder Permissions
Set read, write, or admin access for team members
External Sharing
Generate secure links for clients and consultants
Time-limited Access
Set expiration dates for shared links
Comments & Reviews
- • Add comments to any file
- • @mention team members for notifications
- • Threaded discussions on documents
- • Approval workflows for drawings
- • Email notifications for updates
- • Mobile app for on-site reviews
File Viewing & Preview
Built-in Viewers
Preview files directly in your browser without downloading or installing additional software.
PDF Viewer
- • Zoom & pan
- • Text search
- • Page navigation
- • Annotations
CAD Viewer
- • DWG/DXF support
- • Layer control
- • Measurements
- • Print to scale
Image Viewer
- • High resolution
- • Zoom details
- • Slideshow mode
- • Basic editing
Spreadsheet Viewer
- • Excel compatible
- • Formula viewing
- • Chart display
- • Data sorting
Advanced Preview Features
Annotation Tools
- • Markup drawings with comments
- • Highlight important sections
- • Add text notes and callouts
- • Draw arrows and shapes
- • Measure distances and areas
Comparison Tools
- • Side-by-side version comparison
- • Overlay different revisions
- • Highlight changes automatically
- • Export comparison reports
- • Timeline view of modifications
Mobile Access
On-the-Go File Management
Mobile App Features
- iOS and Android apps available
- Offline file access and sync
- Camera integration for site photos
- Voice notes and annotations
- GPS location tagging
Field Work Support
- • Access drawings on construction sites
- • Upload progress photos instantly
- • Mark up drawings with field notes
- • Share updates with office team
- • Work offline, sync when connected
- • QR code scanning for equipment IDs
Tips & Best Practices
Organization Tips
Naming Conventions
Use consistent file naming patterns:
ProjectCode_Discipline_DrawingType_Rev
OFC2024_M_HVAC_FloorPlan_R01.dwg
Regular Cleanup
Archive completed projects and remove unnecessary files monthly to maintain performance.
Tag Everything
Use descriptive tags for better searchability: project phase, discipline, equipment type.
Security Best Practices
Access Control
Regularly review and update folder permissions. Remove access for former team members.
External Sharing
Use time-limited links for external sharing and avoid sharing sensitive information.
Backup Awareness
While automatic backups are provided, keep local copies of critical project files.
Troubleshooting
Common Issues & Solutions
Upload Failures
- Check file size (max 500MB per file)
- Ensure stable internet connection
- Try uploading files one at a time
- Clear browser cache and try again
Slow Performance
- Close unnecessary browser tabs
- Use Chrome or Firefox for best performance
- Clear browser cache and cookies
- Check your internet speed
Preview Not Working
- Refresh the page and try again
- Check if file type is supported
- Download file if preview continues to fail
- Contact support for file format issues
Start Managing Your Files
Upload your first documents and experience the power of organized file management.