In Datarails, Data is stored in Fileboxes. A Filebox acts as a centralized container where multiple file versions with the same structure can be stored and differentiated by tag.

Fileboxes offer a range of tagging options, including Date tags (e.g., yearly, monthly) and scenario tags (e.g., actuals, forecast, budget). For instance, a Filebox tagged with a month tag will differentiate its file versions by month.

Create a new Filebox

You can create a new Filebox via the Workspace and the Excel add-in. 

Via the Workspace

1. Navigate to the Workspace.
2. Click on the New + icon and select 'New Filebox'.
3. In the 'Create a New Filebox' window, fill in the following fields: Name, Scenario, Date, File Status, and Budget Cycle (appears only if Scenario is 'Budget').
4. Choose either Create & Close or Upload File.
5. The new Filebox will be added.

Via the Excel add-in

Learn more about Excel add-in. 

The file must be saved on the PC before creating a new Filebox from the Excel add-in.

1. Open the relevant file. 
2. Navigate to Datarails add-in in the toolbar and select 'Connect'.
3. The 'Save As' window will open if the file is unsaved. Choose a location and click 'Save'.
4. The 'Connect as Filebox' window will appear.
5. Select the correct path to create a new Filebox. Click 'Add New Folder' to create a new folder if needed.
6. Fill in the following fields: Name, Scenario, Date, File Status, and Budget Cycle (appears only if Scenario is 'Budget').
7. Click 'Connect to Filebox'.
8. The new Filebox will be added to the selected destination.

Upload Files Into a Filebox

You can upload files via the Workspace, the Filebox and the Excel add-in. 

Via the Workspace

1. Navigate to the Workspace and select the relevant Filebox.
2. Click on the three dots ellipsis icon and select 'Upload', or click the 'Upload' button that appears when hovering over the Filebox. 
3. Drag and drop your file or browse to select the file. To upload multiple files, select 'Upload Multiple Files'.
4. If a Filebox tag exists, assign a version tag. 
5. Click 'Upload'.
6. The file will be uploaded to the chosen tag.

Via the Filebox

1. Navigate to the Filebox.
2. Click the 'Upload files' icon.
3. Drag and drop your file or browse to select the file. To upload multiple files, select 'Upload Multiple Files'.
4. If a Filebox tag exists, assign a version tag. 
5. Click 'Upload'.
6. The file will be uploaded to the chosen tag.

Via the Excel add-in

Learn more about Excel add-in. 

The file must be saved on the PC before creating a new Filebox from the Excel add-in.

1. 1. Open the relevant file. 
   2. Navigate to Datarails add-in in the toolbar and select 'Connect'.
   3. The 'Save As' window will open if the file is unsaved. Choose a location and click 'Save'.
   4. In the 'Connect as Filebox' window, select the relevant Filebox.
   5. If a Filebox tag exists, assign a version tag. 
   6. Click 'Connect to Existing'.
   7. The file will be uploaded to the chosen tag.

Share a Filebox

Only Filebox owners can Share Fileboxes.
Manage Filebox users & permissions via the Collaboration tab. 

1. Navigate to the Workspace and select the relevant Filebox.
2. Click on the three dots ellipsis icon.
3. Select 'Share' when prompted.
4. Add members by typing their email addresses, or add groups by typing the group name.
5. Choose Filebox Permissions and click 'Send'. 
6. The Collaboration tab will open with the Filebox members list.

Q&A

Can I copy a Filebox? 

A Filebox cannot be copied directly. Instead, you can download the version you need, create a new Filebox, and upload the downloaded file to the new Filebox.

Updated June 17, 2024 06:47