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, manage, and upload 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 :

  • 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 either visible to Students and Instructors or uploaded 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 shows all the files that are uploaded by admin and 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 / Private / Public

  • Status – Active / Inactive

2) Student Tab 

The Student tab shows:

  • Files uploaded by Students

  • Files uploaded by admin for Students

Admin can:

  • View files

  • Download files

  • Use filters and search

Admin cannot add or create folders from this tab.

3) Instructor Tab

 

The Instructor tab behaves the same as the Student tab:

  • Displays Files added by instructors or by admin for instructors

  • Supports viewing, downloading, and filtering

  • No add or folder creation permissions

 

3. Adding a New File

Adding a new file

  1. Go to Admin Tab.

  2. Click + Add File.

  3. Fill in the form:

    • File Name

    • Category

    • Sub-Category (optional)

    • Visibility

      • Admin Only → Visible only to Admins

      • Public → Visible to the selected students and instructors linked to their profile and visible to the selected instrcutors and the students linked to their profile.

      • Private → Visible to the selected students and instructors only.

    • Accessibility 

      • 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.

 

NOTE: In the case of students, Public files are visible to the student and all instrcutors linked to their profile. In the case of instructor, public files are visibile to them and all the students linked to their profile. 

4. Creating and Managing Folders

Creating 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

 

  • Edit Folder

 

  • Delete Folder

 

5. Viewing and Downloading Files

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

 

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

 

6. Editing Files

Admins can update:

  • File name

  • Category / Sub-category

  • Visibility & accessibility

  • Replace uploaded file

 

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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