Overview

The Document Drive module in ERP SchoolAura is a centralized cloud-like file management system that allows administrators and authorised staff to upload, organise, search, share, and manage files directly within the ERP platform.

Key capabilities of this module include:

Uploading documents, spreadsheets, PDFs, images, videos, and CSV files.

Creating folders to organise files by category, department, or subject.

Searching files quickly using the file name.

Performing actions such as Share, Download, Delete, Rename, and Move.

Sharing files directly with selected staff members.

Moving files between folders to keep the drive organised.

Accessing the Document Drive

Follow these steps to open the Document Drive module from the ERP dashboard:

1

Sign in to ERP SchoolAura using your administrator or authorised staff credentials.

2

Locate the left navigation panel.

3

Click on Document Drive in the sidebar. The Documents page will open.

The Documents Page

When the module opens, all uploaded files and folders are displayed as tiles. A count badge next to the page title shows the total number of items stored in the drive.

Files appear with coloured type badges such as DOC, PDF, XLS, or MP4, while folders are shown using orange folder icons with item counts. Images and videos display preview thumbnails for easier identification.

Supported File Types

DOC / DOCX

Microsoft Word documents and text-based files.

XLS / XLSX / CSV

Excel spreadsheets and CSV data files.

PDF

Portable Document Format files such as reports and question papers.

Images (JPG / PNG)

Photo and image files displayed with thumbnail previews.

Videos (MP4)

Video recordings shown with playable preview thumbnails.

Folders

Orange folder tiles displaying folder name and total items.

Searching for a File

Use the search bar at the top of the Documents page to quickly locate a file or folder by name.

Search Box

Click inside the 'Search By Name' field.

Type Name

Enter all or part of the file or folder name.

Search

Click the Search icon or press Enter to run the search.

View Results

The page refreshes to show only matching files and folders.

Reset

Click the Reset icon to clear the search and reload all files.

Uploading a File

Use the Upload button in the top-right corner of the Documents page to add a new file to the Document Drive.

1

Click the Upload button.

2

The Upload File dialog will open.

3

Drag and drop a file into the upload area or click Browse Files.

4

Click Submit to upload the selected file.

5

Click Cancel to close the dialog without uploading.

Note - Once uploaded successfully, the file becomes immediately available for sharing, downloading, renaming, or moving into folders.

Creating a Folder

Folders help organise files by category, department, class, or subject.

Click Create Folder

Click the Create Folder button in the top-right corner.

Enter Name

Type the desired folder name in the dialog box.

Create Folder

Click the yellow Create Folder button to confirm.

Close

Click Close or the X button to cancel.

Tip - Newly created folders appear with an item count, initially showing 0 items.You can then move files into this folder using the Move action.

File Actions

Every file tile contains a three-dot menu (•••) providing quick file actions.Clicking this menu reveals five available actions for that file.

Share

Share the file with selected staff members.

Download

Download the file directly to your device.

Delete

Permanently remove the file from the drive.

Rename

Change the file name without modifying the content.

Move

Transfer the file into a selected folder.

Sharing a File

The Share feature allows files to be shared directly with staff members registered in ERP SchoolAura. Staff members are listed with their profile photo, full name, and role

1

Open the three-dot menu (•••) on the desired file tile.

2

Click Share. The 'Share File' dialog will open.

3

Browse the staff list displaying photo, name, and role.

4

Select one or more staff members using the checkboxes.

5

Click the yellow Share button.

Important - Only staff members registered in the ERP system appear in the sharing list. The shared file will become accessible to the selected staff members from their own Document Drive.

Moving a File to a Folder

The Move feature helps organise files by transferring them into folders.

1

Open the three-dot (•••) menu on the file tile.

2

Click Move. The Move dialog will open, displaying the file name at the top

3

Browse the available folders listed in the dialog. Each folder displays its name and the number of items currently inside it

4

Select the destination folder. The selected folder row will highlighted

5

Click Move Here to confirm. To move the file into the chosen folder

Note - After moving, the file will only appear inside the selected destination folder. Open the destination folder to confirm the file has been moved successfully.

Tips & Best Practices

Create folders before uploading files for easier organisation.

Use descriptive folder names such as 'Exam Papers 2026' or 'Transport Data' for easy navigation.

Use the Search bar to quickly locate files without scrolling.

Verify files before deleting because deletion is permanent.

Double-check recipients before sharing confidential documents.

Rename files using clear naming conventions for better searchability.

After moving a file, open the destination folder to confirm the transfer.

Quick Reference Summary

Task	How To Do It
Open Document Drive	Left Sidebar → Document Drive
Upload a File	Click Upload → Drag & Drop or Browse Files → Submit
Create a Folder	Click Create Folder → Enter Folder Name → Create Folder
Search for a File	Type file name in Search By Name → Click Search
Reset Search	Click the Reset icon next to the search bar
Share a File	Three-dot menu → Share → Select Staff → Share
Download a File	Three-dot menu → Download
Rename a File	Three-dot menu → Rename → Enter new name
Move a File	Three-dot menu → Move → Select folder → Move Here
Delete a File	Three-dot menu → Delete (permanent action)