Electronic File Cabinet (E-Files)
Learn how to manage E-files on the facility level or the global (client) level.
Written by Jess Hamilton
Updated at July 27th, 2024
The UX represented in this article is the enhanced E-Files page that was released for all clients on December 14, 2023. Please see the E-Files Update Overview for a summary of the changes.
The Electronic File Cabinet, or E-Files, is the central repository for all files attached to the facility and/or client in Titan Cloud. Depending on your level of access, you may use one or both of these pages to manage files.
Locate E-Files for a Specific Facility
To open E-files for a single facility, first navigate to the facility. In the left-side facility menu, click Electronic Files and select E-Files.
Locate E-Files for Multiple Facilities
To open E-files across multiple facilities at the client level, click the nine dots at the top left of the screen to open the global menu. Under Home, select Global E-Files.
Manage Existing Files
E-Files Organization
All files are organized in a grid on the E-Files page. By default, files are sorted into categories called File Applications, which are presented as a vertical folder tree on the left of the grid.
You can leave “All” selected to view all files in the grid, or select a File Application from the folder tree to view only the files in that category.
Tip: Once you've selected a File Application, click the arrow icon at the bottom of the menu to minimize it for more space on screen. When the menu is collapsed, click the arrow again to re-open it.
File Applications & Folders
File Applications are the built-in sorting method for E-Files and can only be added or edited by a user with access to Dropdown List Management.
In addition to File Applications, some users may have access to create Folders. Folders and sub-folders may be managed directly from this page by clicking “Add” and selecting “Folder.”
Note: Any folder that is added will be visible to all users.
If applicable, click “View By,” and select Folder to see files organized by folder.
E-Files Grid Navigation Tips
For a full walkthrough of how to use Titan Cloud grids, please check out the Grid FAQs.
| Search for files anywhere in the grid |
The search bar at the top left of the grid will return results from all columns.  |
| Search for files in a specific column |
The search field in a column header will return results only if the search term is found in that column. You can further customize results by clicking the filter icon and selecting a condition.
For example, the image below shows a search for files where the description does not contain the word “Test.”  |
| Filter data in the grid |
Click the three dots in the top corner of a column header (when applicable) to filter specific values.  |
| Sort columns |
Click on a column header to sort by that column. Click on it again to reverse the order. Clicking a third time will clear your selection.
You may sort by more than one column at once. You will see an arrow and number to indicate the direction and order in which the columns are sorted.
 |
| Customize columns |
Click the gear icon at the top of the grid to see a full list of available columns. Select or hide columns to customize your view.  |
| Save customizations |
All grid customizations can be saved using “Views.”
At the top of the grid, the “View” drop-down menu contains a list of your saved views. By default, you will only see the Default System View in this menu.
Once you have adjusted the default grid, the pencil “Save View As” icon will become clickable. Clicking the pencil prompts you to name your view, adds it to the drop-down menu, and activates the “Save” button to save future changes.
To remove a view from the drop-down list, select it and then click “Delete View.”
To restore the last saved version of a view, click the “Reset View” icon. |
E-File Actions
View an E-File
To open a file in a new browser tab, click the thumbnail or icon in the View column.
Edit E-Files (Single or Bulk)
Edit a Single E-File
If you have access to edit files, the Actions column will contain pencil “edit” icons.
Click the pencil to open the editor window.
Make the desired changes and click Update to save.
Edit E-Files in Bulk
To edit multiple E-files at once, use the Select column to check the files you'd like to edit. You may also use the checkbox in the Select column header to select all files in your current view.
Click Options to open the dropdown menu, and click Edit Selected.
Select the field you'd like to edit and specify the value that should apply to all selected files. You can add more fields to update by clicking the plus (+) icon.
Click Save to confirm.
In the example below, the selected files will be updated with the new date value and will be moved to the "Environmental" File Application.
Delete E-Files (Single or Bulk)
Delete a Single E-File
If you have access to delete files, the Actions column will contain minus (-) “delete” icons.
Click the minus icon for the file you'd like to delete. A confirmation window will prompt you to press Confirm before permanently deleting the file from all virtual folders.
Delete E-Files in Bulk
To delete multiple E-files at once, use the Select column to check the files you'd like to delete. You may also use the checkbox in the Select column header to select all files in your current view.
Click Options to open the dropdown menu, and click Delete.
A confirmation window will prompt you to press Confirm before permanently deleting the selected files from all virtual folders.
Download E-Files (Single or Bulk)
Use the Select column to check the file or multiple files you'd like to download. You may also use the checkbox in the Select column header to select all files in your current view.
Click Options to open the dropdown menu, and click Download. If multiple files are selected, they will be downloaded to your device as a zip file.
Email E-Files (Single or Bulk)
Use the Select column to check the file or multiple files you'd like to send via email. You may also use the checkbox in the Select column header to select all files in your current view.
Click Options to open the dropdown menu, and click Email.
The Send Email window will prompt you to select a template if applicable, and specify the To, Subject, and Message for your email. You may input these from scratch or use the dropdown menus to select values sourced from your facility/client info.
When you're ready, click Send.
Tip: At the facility level, you may see E-Files with a gray question mark in the Actions column instead of the edit and delete icons. This means the E-File was added to the Facility E-Files based on an attribute like Facility Group, Status, or State/Province, and cannot be edited or removed from here.
Add a New File
To add a new file, click Add and select File.
Drag and drop a file or click Upload to choose a file from your device. Complete the required fields and click Add New to save the E-File.
| Field | Required or Optional | Description |
|---|---|---|
| File Type | Required | Select a type from the dropdown list. |
| Date of File | Required | Click the calendar icon to select a date. |
| File Application | Required | Select the category where the E-File will be saved. |
| Asset Number | Optional | Provide the relevant asset number when applicable. |
| Folder | Optional | If your organization chooses to organize files using folders and sub-folders, a folder may be selected from the dropdown menu. |
| Description | Optional | Provide a description of the document. |
| Is Regulator File (toggle) | Optional | If configured in User Role Setup or User Setup, Regulator Files may only be viewed by users who have been granted access. |
| Is Facility Logo (toggle) | Optional: Facility E-Files Only | This will display the image in the site header when logged into the facility. |
| Is Training Document (toggle) | Optional | This toggle adds the document to the C-Operator Training course if available. |
| Archived Photo (toggle) | Optional | This toggle moves the document to a specific Archived Photos location. |
| States, Counties, Facility Statuses, Facility Groups | Optional: Global E-Files only |
Select the conditions under which the file should be added to a facility. If no selections are made, the file will only exist at the client level. |
| Upload file even if another file with this name already exists | Optional | If this option is not selected, a duplicate file will not be added to E-Files. |
| Tags | Required | Select one or more tags from the list provided for additional E-File organization and access restrictions. |
Tip: To add files in bulk, please use the File Upload Console.