The Helpjuice Files Manager is a centralized hub for uploading, storing, and managing all files used in your knowledge base articles. This includes images, videos, documents, and other file types. Using the Files Manager ensures files are always accessible and prevents broken links caused by external storage platforms.

In this article, you’ll learn:

• What the Files Manager is and why it’s useful
• How to upload files from the Article Editor or directly in the Files Manager
• Supported file types and size limits
• How to organize, find, and download files
• Best practices for file management

What is the Files Manager?

The Files Manager in Helpjuice is a centralized hub where you can upload, store, and manage all the files you need for your knowledge base articles. Whether it's images, videos, documents, or other file types, the Files Manager ensures that your files are easily accessible and always available for integration into your articles. It eliminates the risk of broken links and missing files caused by external storage platforms.

Why Use the Files Manager?

Using Helpjuice’s Files Manager offers several key advantages:

• Guaranteed Availability: Any file uploaded to the Files Manager is securely stored within Helpjuice. This means that files inserted into articles from the Files Manager will always be available, as long as they are not deleted from your account. .
• Wide File Format Support: The Files Manager supports a variety of file types, including images (e.g., PNG, JPG), videos (webm, ogg, mp4), documents (PDFs, Word, CSV, Excel), and even SVGs. This flexibility ensures you can upload all your content without worrying about format compatibility.

How to Use the Files Manager

You can upload files to the Files Manager through two main methods:

From the Article Editor

1. Open an article in the Article Editor.
2. Click the Files Manager icon in the toolbar
3. Click Upload File.
4. Choose to:

• Select a file from your computer,
• Drag and drop a file, or
• Upload via a URL.

The uploaded file will be available for immediate insertion into your article, ensuring a smooth integration process.

 

 

From the Files Manager Section

1. Navigate to the Files Manager from the main Helpjuice interface
2. Click Upload File and follow the steps above.

 

 

Supported File Formats and Size Limits

The Helpjuice Files Manager supports a wide range of file formats, allowing you to upload various types of media and documents to enhance your articles. Below is a detailed overview of the supported formats and their respective size limits:

Videos

Helpjuice supports the following video file types:

• webm
• ogg
• mov
• mp4

File Size Limit: 5GB per video file.

 

 

Documents

For text and document-based files, you can upload:

• PDFs (.pdf)
• Word Documents (.docx)
• Excel Spreadsheets (.csv, .xls)
• Scalable Vector Graphics (.svg)

File Size Limit: 5GB per file.

 

 

Images

Helpjuice supports all image formats, including popular types such as:

• JPEG
• PNG
• GIF

File Size Limit: 100MB per image file.

 

 

Storage Limits

How much storage limit you have depends on your currently plan. See https://helpjuice.com/pricing for more information.

The easiest way to check how much storage is available is by navigating to the Files Manager section.

 

 

Organizing and Managing Files

The Files Manager comes with several built-in features to help you stay organized and ensure easy file retrieval:

Files Section

The Files Manager automatically categorizes your files into sections like:

• Recent Files: Displays files that you’ve recently uploaded or interacted with.
• Images: Dedicated to all image files.
• Videos: Stores video files.
• Documents: Houses PDFs, Word documents, spreadsheets, and more.
• Recently Deleted: Files deleted from the Files Manager will appear here for 30 days before being permanently removed.

 

 

File Details

In the Files Manager, each file is listed with the following information:

• File Name: The name of the uploaded file.
• File Size: The size of the file.
• Type: The format of the file (e.g., image, document, video).
• Date: The date the file was uploaded.
• Modified: How long ago the file was last modified, which may occur when the file is replaced or moved within the Files Manager.
• Used In: Displays the published articles where this file has been used.
• Last Modifier: The user who last made changes to the file.

 

 

How to Find Files

The search bar at the top of the Files Manager allows you to quickly find files by name or keywords. This is especially useful when managing a large repository of files, allowing you to filter through results and locate the exact file you need in seconds.

How to Download Files

To download any file from the Files Manager to your local computer:

• Click on the file you wish to download.
• Select the Open option.
• Once the content is displayed in a new tab, right-click and choose Save as to download it to your computer

The file will then be saved to your computer for offline use.

How to Replace Files

To replace a file, you need to locate the article in the Files Manager and either click on the file icon > Replace, or click on the file actions button […] > Replace. Once there, upload the new file and that's it — it will be replaced in all articles where the original file was inserted.

Best Practices

• Always organize files in folders for easy retrieval.
• Use descriptive file names to simplify searching.
• Check file size and format before uploading.
• Regularly review files and remove unnecessary or outdated items.
• Use the Files Manager rather than external links to prevent broken files in articles.