DNN has a great tool to manage files: Digital Asset Management (DAM).
In DNN 9 it can be accessed via the persona bar (manage - site assets). In older versions you can access the DAM by Admin - File management.
There are a couple of things to be aware of.
- If you upload files using FTP like Filezilla, the files initially won't show up in the folder in the DAM. To get them in view, you need to hit the 'sync' button withing the DAM.
- There are 3 types of folders you can create
- Standard: this is a regular folder to upload. This is great if you want to upload files that are public. You can think of all visible images on your website, distribution of logo's, flyers etc. Any kind of file that may be found and accessed by anyone. Because, technically the files are just stored on the web server and will be indexed by search engines. So, this is not the type of folder you use when storing confidential information.
- Secure: files uploaded to a secure folder will be flagged as .resources. This means that it won't be possible to download the files unless you have sufficient rights in DNN. You use this option for users that have a login, a role and files are connected to those roles or users.
- Database: this kind of folder is even more secure. Files are stored in the database and therefore not accessible by search engines and users that are not entitled to do so. As files are extracted when opened, this will require server power, especially for large files. And because it is stored in the database, your database can grow pretty large.
- You can add more types of folders like UNC, Azure or Amazon. This can be achieved by adding the appropriate folder providers. When you are in edit mode, you can choose 'manage folder types' in the DAM. In that dialogue box, you can select and add the available folder types. More about this topic on https://www.dnnsoftware.com/wiki/folder-providers
- By default not all types of files can be added to the DAM. In DNN 9 you can (if you have sufficient rights) add file types in : Settings-Security-More-More security settings. In DNN you need to go to Host settings - Other settings. It is tucked away as it is a feature to use with caution. In some cases you may find yourself wanting to upload a exe-file but if you add this extension and forget to remove it, this option will be allowed to other users as well. Of course, that is not a situation you want.
- Hidden gem: As the DAM is a module, you can add the module anywhere on your website. Configuring this correctly you can use it to offer a project team or a company department to store their files for instance. What you need to do:
You have now a setup where you could have your HR department upload their job openings, a project team upload their documents and share them on their project team site etc.
- Create a page with correct persmissions for you use case
- Add the DAM
- Go to the settings of the DAM
- Set view condition - Filter by folder
- Select the folder that you like to be the 'root'
- Create a secure folder
- Right click on the folder, select the desired permissions