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How to Use WordPress As a File Management System

Are you looking for a collaborative platform to share files with your team members? WordPress can also serve as a great collaborative platform for teams to edit, share, and store files with ease. Team projects are something every web developer should be used to. Running a website is not a one-man job, even though some developers treat it like one.

It requires teamwork and creating and improving various aspects all at once. WordPress has all of the features needed to be a successful collaborative platform, but the competition is stiff. Many individuals will opt to use platforms like Google Drive to do collaborative projects on. Today, I will demonstrate how to turn WordPress into a great file management system using the WP Document Revisions plugin.

Why Use WordPress As a File Management System

The world’s most popular website creation platform may not immediately come to mind when you think of a document management system, but it should. Can WordPress have multiple authors working on a single document? Yes. Does WordPress offer a lot of storage capabilities? Yes, and you can even raise the upload limit. Can WordPress accept different file types? Yes.

These are all critical components of a great file management system. WordPress has them all and should be among consideration when choosing one.

How to Use WordPress As a File Management System

Today, I will demonstrate how to turn WordPress into a great file management system using the WP Document Revisions plugin. This plugin makes tracking, storing, and organizing files extremely convenient. It also supports the WordPress roles system and uses them as permissions system. This allows for multiple teams to use the platform at the same team and not interfere with each other.

Installing WP Document Revisions

Begin with clicking on Plugins and selecting the Add New option on the left-hand admin panel.

Add New

 

Search for WP Document Revisions in the available search box. This will pull up additional plugins that you may find helpful.

Search for WP Document Revisions in the available search box.

Scroll down until you find the WP Document Revisions plugin and click the “Install Now” button and activate the plugin for use.

Click the "Install Now" button.

On the left-hand admin panel click on Documents. This will pull up the plugins main settings page.

click on Documents.

Adding Documents With WP Document Revisions

Using the plugin is very simple and is nothing new to a WordPress veteran. The plugin uses similar areas but has them better customized for multiple users.

Let’s start with adding content. To add content, click on the Add Document option.

click on the Add Document option.

Name your document so you can easily locate it later. Click on the “Upload New Version” button to begin adding content. A pop-up window will appear. It should be very similar because it is the same as the Upload tab when you are adding media. Drag your files into the box or click on the “Select Files” button and select your files.

Drag your files into the box or click on the "Select Files" button.

Once you have uploaded the file and named it, you are not done. You should now select what stage the document is in. You should see a Wordflow State box on the right-hand side. The dropdown has four options that include Final, In Progress, Initial Draft, and Under Review. Select the most appropriate option.

Select the most appropriate option.

All that’s left to do is to click on the “Update” button.

click on the "Update" button.

You can repeat these steps everytime you want to add a document.

Changing the Workflow States

The Workflow States can be changed at any time. This allows you to create custom statuses. For example, if you have a writer who goes in to write the document and an editor who goes through it and fixes mistakes, none of the Workflow States will work for that scenario. Instead, you should create a state that says “Ready for Editing” or something similar.

Click on Workflow States.

Click on Workflow States.

Here you can edit the existing Workflow States. You can also create new ones by filling out the information and clicking on the “Add New Workflow State” button.

Accessing Documents With WP Document Revisions

Now that you have added a document, it is time to access it. Click on the All Documents option.

Click on the All Documents.

You will see all of the documents you have uploaded on this page. This includes the title, Workflow status, and the person who is currently editing the document. You can click on any document you have access to and edit it.

You may be wondering, how does the plugin know who has permission.? That’s a great question and it has a very simple answer, WordPress User Roles. Roles are used to assign ranks throughout the website and work the same way on this plugin.

There are four roles to be aware of, which include Administrators, Editors, Authors, and Contributors. Administrators, as always, can do anything to a document that is uploaded to the website. Editors are very similar to administrators because they can also do anything in this plugin, but that only applies to this plugin. Authors are only allowed to upload and download documents. Contributors can create new documents, but they may not upload them. Understanding what each role does is extremely important to fully utilizing WordPress as document management system.

Congratulations, you have successfully learned how to use the WP Document Revisions plugin.

Use WordPress For Anything

WordPress is responsible for over 20% of all websites that are made. It is easy to understand why many look at WordPress as solely a website building platform, but it can do so much more. A file management system is only one of many possibilities that WordPress can create. All it takes is a creative web developer to make WordPress do creative things.

Is WordPress as a file management system a surprise to you? How many files have you uploaded?

Author: Chris Racicot

Chris is the Support Manager at GreenGeeks and has been with the company since 2010. He has a passion for gaming, scripting and WordPress. When he’s not enjoying his sleep, he’s working on his guitar skills and fiddling with 3d printing.

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