Managing student, parent, and instructor files

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Managing Admin, Student and Instructor Files

The Manage Files module in PrepBase allows Admins to centrally organize, control, and distribute files for students and instructors—with clear visibility rules and role-based access. This ensures sensitive documents remain secure while public resources are easily accessible to the right audience.

Important to know (as per your system design):

  • The Files module has three tabs: Admin, Student, and Instructor.

  • Add File / Create Folder actions are available only in the Admin tab.

  • Student and Instructor tabs display files that are set to Public by Students or Instructors.

  • Actions like View, Download, Filter, and (where permitted) Edit/Delete work similarly across all tabs.

1. How to Access Manage Files

  1. From the left navigation, go to Resource Management → Files.

  2. You’ll land on the Manage Files page with three tabs at the top:

    • Admin

    • Student

    • Instructor

2. Understanding the Three File Tabs

 1) Admin Tab (Primary Control Center)

The Admin tab is where all file and folder management happens.

Admins can:

  • Add new files

  • Create folders

  • Edit file or folder details

  • Set visibility and accessibility

  • Download files

  • Delete files or folders

  • Filter and export file data

Columns you’ll see:

  • Name – File or folder name (clickable)

  • Category / Sub-Category – For structured organization

  • Added For – Admin / Student / Instructor

  • Added By – Who uploaded the file

  • Created On – Upload date

  • Visibility – Admin Only or Public

  • Status – Active / Inactive

2) Student Tab (Read-Only, Public Files)

The Student tab shows:

  • Files uploaded by Admins, Students, or Instructors

  • Only files marked as Public

Students can:

  • View files

  • Download files

  • Use filters and search

Students cannot add or create folders from this tab.

3) Instructor Tab (Read-Only, Public Files)

The Instructor tab behaves the same as the Student tab:

  • Displays Public files only

  • Supports viewing, downloading, and filtering

  • No add or folder creation permissions

3. Adding a New File (Admin Only)

Adding a new file

  1. Go to Admin → Files.

  2. Click + Add File.

  3. Fill in the form:

    • File Name

    • Category

    • Sub-Category (optional)

    • Visibility

      • Admin Only → Visible only to Admins

      • Public → Visible in Student & Instructor tabs

    • Accessibility (shown when Visibility = Public)

      • All Students / All Tutors / All Counselors

      • Or select specific users

  4. Upload the file.

  5. Click Save.

✅ The file immediately appears in the appropriate tabs based on visibility.

4. Creating and Managing Folders (Admin Only)

Create a Folder

  1. Click + Create Folder in the Admin tab.

  2. Enter:

    • Folder Name

    • Visibility (Admin Only / Public)

  3. Save.

Folder Actions

  • View Files (open folder)

  • View Files page in a folder

  • Add New Files inside the folder

  • Add New Files Form inside the folder

  • Edit Folder

  • Edit Folder Form

  • Delete Folder

5. Viewing and Downloading Files

  • Click a file name to open it in a new browser tab.

  • Use the Download option from the three-dot menu to save the file locally.

6. Editing Files (Admin Permissions Apply)

Admins can update:

  • File name

  • Category / Sub-category

  • Visibility & accessibility

  • Replace uploaded file

Editing availability in Student/Instructor tabs depends on system permissions, but Admins always retain full control.

7. Deleting Files and Folders

  • Use the Delete option from the three-dot menu.

  • Deleting a folder removes all files inside it.

  • This action is permanent.

8. Searching, Filtering, and Calendar View

Search

  • Use the Search bar to quickly locate files or folders.

Filters

  • Filter by:

    • Category

    • Sub-Category

    • Visibility

    • Added By

    • Date (via calendar picker)

Export

  • Admins can export file data to CSV for reporting or audits.

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