Managing data files for tenant and analytics administrators

If you are tenant admin or analytics admin, you can manage all data files in the tenant in the Administration activity center, under Content > Data files.

Folder structures for data files

When managing data files as an administrator, you can view a path for each file and folder in the tenant. The path is structured differently than the path users see when managing data files at the space level.

In the Administration activity center, the path for a data file or folder always starts with the name of the space. Any subsequent folders in the hierarchy are folders that users have created within the space. All files located in a personal space will display as being located in the space Personal. Identify which user's personal space a file belongs to by looking at the Owner of the data file as shown in the table.

For information about the folder structure path you see when managing a specific space, see Folder structures in spaces.

Navigation

In the Administration activity center, the Data files tab is located within the Content section. This interface allows you to administer file-based data content across the tenant. You can also add new data files to spaces in which you have sufficient permissions.

Toolbar

The toolbar is located at the top of the interface above the path selector and table. In the toolbar, you can:

• Search for data files in the space.

• Filter files by owner.

• Upload files.

  Adding a data file

• Create folders.

  Creating folders

• Perform actions on multiple data files at a time.

  Performing actions on multiple files and folders

• Change the sorting of the files and folders in your view.

  Change the sorting from the default Last modified option, and toggle between (ascending) and (descending) order.

• Change the appearance of the files and folders in your view.

  Select for the hierarchy view, which presents files and folders with indentation to visually display hierarchies. Select for the list view, where files and folders are shown with a flat structure in the table along with a separate column displaying their specific paths.

Path selector

The path selector contains interactive breadcrumbs that show your current position in the folder structure. Select a folder in the path selector to navigate forward or backward in relation to the current path. Select the / at the leftmost side of the selector to return to the view of the entire tenant.

Select the empty area after the current path to see the spaces and folders contained within the current position, and to search for spaces and folders.

Table

The table shows all the files and folders in the tenant, or in the selected space or folder. The table is where you manage the data files and folders. Select folders in the table to navigate to them in the path selector.

In the table, you can also view important information about items, such as their size, number of folders, time of last update, and ownership.

Space permissions

For certain actions, the administrator does not need any space roles in the space where the data file or folder is located:

• Deleting

• Changing owner

For other actions, the administrator needs to have the correct space roles in the space where the data file or folder is located:

• Creating

• Renaming

• Moving

• Duplicating

• Opening other tools (Open dataset, Lineage, Impact analysis)

Performing actions on multiple files and folders

You can use the options in the toolbar to perform the following actions on more than one file or folder at a time:

• (Cut)

• (Copy)

• (Paste)

• (Change owner)

• (Delete)

You can cut, copy, and paste items between spaces or to different locations within the same space. For example, you can cut multiple items and paste them into a different space.

Folders have owners. When you change the owner of a folder, the owner of all data files within the folder is updated as well.

For information about what happens when you change the owner of a data file or folder, see Changing the owner of a data file or folder.

Do the following:

1. In Administration, go to Content.
2. Switch to the Data files tab.

3. In the table, select the items on which you want to perform an action.

   Tip note

   To select more than one item at a time, click the first item, and then use a combination of keyboard commands and clicking to select more files. For example:

   • Hold Shift and click the last item you want to select. This selects all items from the first to last item.

   • Hold Ctrl (Windows) or command (macOS) and click additional items one at a time. This selects each additional item individually.

4. In the toolbar, click an action. The available actions are listed earlier in this section.

When cutting and pasting items between spaces and folders, you need to navigate to the new location to perform the Paste action.

Adding a data file

You can add data files as datasets. To upload a data file to a space, you need sufficient permissions in that space.

Data files can be up to 100 GB. However, when uploading very large data files (over 6 GB), you might experience constraints with engine capacity. These constraints are more likely to be encountered with QVD data files due to the memory usage necessary to load QVD files into the engine. For more information about increasing the capacity available, see Large app support.

Do the following:

1. In the Administration activity center, go to Content.

2. Switch to the Data files tab.

3. In the toolbar within the Data files tab, click to upload a file.

4. Drag and drop your data files into the Add file dialog.

   Alternatively, click Browse and navigate to your data files.

5. Under Path, you can choose where in the space's folder structure to add the file.

   To add the file to a specific folder, click the path bar and select the folder from the drop down menu. Alternatively, type the path of the specific folder.

6. Click Upload.

Alternatively, click next to a folder in the table and select Upload file to folder.

For additional ways to add data files, see Adding data files.

Creating folders

Create a folder within a space to organize content.

Do the following:

1. In Administration, go to Content.

2. Switch to the Data files tab.

3. In the toolbar, click .

4. Define the name of the folder.

5. Under Path, you can choose where in the space's folder structure to add the new folder.

6. Click the path bar and select a containing folder from the drop down menu. Alternatively, type the path of a specific location where you want to add the folder.

7. Click Create.

Alternatively, add a folder by clicking next to an existing folder in the table and selecting Add folder. The new folder is added within the existing folder.

Renaming a data file or folder

Do the following:

1. In the Administration activity center, go to Content.

2. Switch to the Data files tab.

3. In the table, click next to a file or folder.

4. Click Rename.

5. Enter the new name for the file and click Save.

Any load scripts that reference the original file or folder name will need to be updated.

Duplicating a data file or folder

Do the following:

1. In the Administration activity center, go to Content.

2. Switch to the Data files tab.

3. In the table, click next to a file or folder.

4. Click Duplicate.

Performing cut, copy, and paste actions on a file or folder

Do the following:

1. In a space, click Space details and select Data files.

2. In the table, click next to a file or folder.

3. Click Cut, Copy, or Paste.

   Tip noteAlternatively, you can use common keyboard shortcuts such as Ctrl+C (Windows) and command+C (macOS).

To perform these actions on more than one file or folder at a time, see Performing actions on multiple files and folders.

Moving a data file or folder

You can move files and folders. Files and folders can be moved to different spaces, or to different locations within the same space.

Do the following:

1. In a space, click Space details and select Data files.

2. In the table, click next to a file or folder.

3. Click Move.

4. Under Path, select a space. This can be the current space or a new space.

5. Reselect the path bar, or click , to define a specific folder within the selected space.

   Alternatively, type the path to define a specific folder.

6. To open to the new location after moving the data file, select Navigate to path.

7. Click Move.

You can also move multiple items at a time. To do this, use the Cut and Paste actions. See Performing actions on multiple files and folders.

Implications of moving data files used in load scripts

If you move a data file to a new location within a space, any load scripts that reference that data file need to be updated to reference the new file path. The same consideration applies for files that are moved from one space to another.

For example, suppose the load script of your app or script references the following file in a personal space:

Now, suppose that you move the data files to the space TeamSharedSpace and move orders.csv into a new folder in the space, named Sales Analysis. All apps and scripts that load data from orders.csv need to have the file reference updated to the following in the load script:

Otherwise, reloads will fail.

For more information about how to refer to space folder locations in load scripts, see Managing data files for tenant and analytics administrators.

Deleting a data file or folder

Do the following:

1. In a space, click Space details and select Data files.

2. In the table, click next to a file or folder.

3. Click Delete.

4. In the dialog, click Delete to confirm the deletion.

You can also delete multiple items at a time. See Performing actions on multiple files and folders.

Changing the owner of a data file or folder

You can change the owner of a data file or a folder.

Folders have owners. When you change the owner of a folder, the owner of all data files within the folder is updated as well.

Do the following:

1. In Administration, go to Content.

2. Switch to the Data files tab.

3. In the table, click next to a file or folder.

4. Click Change owner.

You can also change the owner of multiple items at a time. See Performing actions on multiple files and folders.

Data file ownership

In Qlik Cloud Analytics, the owner of a data file does not affect access control unless the data file is located in a user's personal space.

For example, an app in a shared space could load data from a data file in the same space. If the owner of the data file is changed to a user who is not a member of the shared space, the app will continue to be able to access the file and load data from it. The same behavior can be expected for data files used in other resources, such as knowledge bases, AutoML resources, and scripts.

On the other hand, when you change the owner of a data file in a user's personal space, the file is automatically moved to the personal space of the new owner. This affects file references in data load scripts and other access controls.

Performing other actions on individual data files

In the Data files interface, you can also navigate directly to other tools for performing analysis of a specific file. The following options are available when you use the menu on a file:

• Impact analysis: Investigate the potential effects of making changes to data in the dataset.

  Analyzing impact analysis for apps, scripts, and datasets

• Lineage: Understand more about the history of the dataset.

  Analyzing lineage for apps, scripts, and datasets

• Open dataset: Open the dataset, where you can access an overview and profile information for the file.

  Managing dataset metadata

Managing data files from the space

At the space level, you can manage the data files in a space that you have permission to manage. See Managing data files.