Introduction
This guide showcases the File Gallery feature, and gives an overview of how to use this feature on the ‘My vendors’ side of the platform.
The file gallery is a centralized place that displays all files across your Findings account uploaded by anyone with access to the account. The files can include certifications (for example, SOC 2), evidence required to be uploaded by vendors in assessments, continuous monitoring reports, completed assessment reports, etc…
Where is the File Gallery Located?
To access the File Gallery, hover to the left-hand side of the screen and click the ‘My files’ tab.
The File Gallery display will now appear. Here you will see all files that have ever been uploaded to your account.
Uploading a New File
To upload a file to the File Gallery either:
Click the pink, ‘UPLOAD NEW FILE’ button on the right, above the file icons.
A popup box will now appear. Select the file you wish to upload. (You can upload any file format you wish, up to 50MB.) Once you have uploaded the document within the relevant parameters, click the pink, ‘SAVE’ button.
The Findings system will scan the uploaded document for its metadata and another popup box will appear, titled ‘Edit Evidence Metadata’, to enable you to edit the document’s metadata.
The key element of the ‘Edit Evidence Metadata’ box is the expiry date (‘Expires on’). This is important because certain documents (such as compliance documents) have expiry dates and need to be renewed. The system will automatically remind you to renew this certificate based on the expiration date you add/edit.
Once you are satisfied with the expiration date click the pink, ‘SAVE’ button in the bottom left corner.
The Five Options for a File
For every file you upload, you can:
Preview the file;
Edit the file’s information;
Rename the file;
Download the file; and/or
Delete the file.
To do any of the five options, above, click the 3 dots in the top-right corner of the file’s icon.
A dropdown menu will appear with the five options. Select the option you wish.
Filtering the Display
If you are looking for a specific document, you have an ‘Add filter’ button above the list that allows you to filter your File Gallery based on the file’s ‘Format’ and/or its ‘Expiration’ (if there is one).
If you select ‘Expiration’, a follow up dropdown menu will appear with expiration values, and you can choose one of: ‘All’, ‘Valid’, ‘Expiring soon’, or ‘Expired’.
If you select ‘Format’, a follow up dropdown menu will appear with different format values, and you can choose one of: ‘All’, ‘docx’, ‘doc’, ‘xlsx’, ‘pdf’, ‘csv’, ‘jpg’, or ‘jpeg’.
Find out More!
Next, find out how to filter data in the Overview section of the Findings system.