Getting Started with Secure Helios Drive

Overview

What Is Helios Drive?

Helios Drive is your built-in secure cloud storage, a centralized workspace for storing, organizing, and accessing all your business and project files, right inside Helios. Store, organize, and access your files in a secure workspace so your team can quickly find and share what they need. No switching between tools, no scattered email attachments.

Who Is It For?

  • Businesses - replace scattered email attachments and shared drives with one organized, access-controlled workspace for your team's documents, SOPs, and project files.
  • Experts - store deliverables, references, and client documents alongside your active engagements in one secure workspace.

Key Features

  • Secure file storage organized into Workspace (shared with team) and Personal/Home (visible only to you) folders
  • Create folders by project, client, department, or equipment
  • Grid and List view modes with column filtering
  • All Documents view - a flat, searchable view of everything stored
  • Bookmarks shortcut for quick access to saved catalog references
  • Live storage indicator showing usage out of your 3 GB allocation
  • Drag-and-drop file upload or use the + New button

Key Terms

  • Workspace - Shared folders visible to all team members. Use for files the whole team needs access to.
  • Personal/Home - Folders and files visible only to you. Ideal for drafts or documents not yet ready to share.
  • All Documents - A flat view showing every file in your Helios Drive, useful for finding a specific file without navigating folders.
  • + New - The button used to create new folders or upload new files from anywhere in Helios Drive.

Understanding the Page Layout

Helios Drive is split into two areas:

  • Left sidebar panel - Contains the + New button at the top, a Bookmarks shortcut link, an All Documents count, and a collapsible folder tree organized into Workspace and Personal sections. A storage bar at the bottom shows your usage.
  • Main content area - Displays the contents of the currently selected folder.

View Modes

Toggle between Grid view (default — large folder tiles) and List view (table showing Title, Created By, Size, and Created Date) using the icons in the top-right corner. In List view, a column filter icon lets you toggle specific columns on or off.

File and Folder Quick Actions

Hovering over any item in List view reveals a three-dot menu (···) at the right end of the row.

  • Folders - menu options: Rename, Add Folder, Upload File, Move, Delete.
  • Files - menu options: Open, Rename, Download, Move, Delete.

How to Navigate Helios Drive

  1. Click Helios Drive in the left navigation panel under Productivity.
  2. The left panel shows your folder tree.
  3. Click a folder to expand it and view subfolders or documents.
  4. The main content area shows the contents of the selected folder.
  5. Click All Documents to see a flat view of all your stored files.
  6. Click any document to open it in the Document Viewer.

How to Upload a New File

  1. Navigate to the folder where you want to add the file.
  2. Click the + New button at the top of the left panel.
  3. Select File Upload from the menu, or drag and drop files directly into the content area.
  4. Choose the file from your device and confirm the upload.
  5. The file will appear in the selected folder once the upload is complete.

How to Create a New Folder

  1. Click + New at the top of the Drive panel.
  2. Select New Folder.
  3. Enter a name for the folder.
  4. Click Create.
  5. The new folder will appear in the current location in the panel.

How to View a Document

  1. Click any document in the folder view.
  2. The document opens in the Document Viewer in the main panel.
  3. Use the toolbar at the top to navigate pages, zoom in or out, highlight text, add annotations, or print.
  4. To bookmark a specific page, click the bookmark icon that appears at the top right of the document page while viewing.

How to Move or Rename Files

  1. Click the three-dot menu (···) on any file.
  2. Select Move to move the file to a different folder, or Rename to update its name.
  3. For Move: select the destination folder and click Move.
  4. For Rename: enter the new name and save.

Searching Documents

Use the search bar at the top of the portal (⌘K / Ctrl+K shortcut) to search across all documents in Helios Drive by name or content.


Frequently Asked Questions

Can I see documents uploaded by my teammates?+
Yes. Any document placed in a shared Workspace folder is visible to all organization members with access to Helios Drive. Documents in your Personal/Home folder are only visible to you.
What file types are supported?+
Helios Drive supports PDF and other common file types for viewing in the Document Viewer. Some file formats may be uploadable for storage purposes. Contact your administrator for specifics on supported file types.
How do I delete a document?+
Use the three-dot menu to access delete options. Deletion is permanent — confirm before proceeding.
Can I rename a folder or document?+
Yes. Click the three-dot menu next to the item and select Rename.


Troubleshooting

Document won't load in the viewer.+
Refresh the page and try again. If the issue persists, ensure the file is not corrupted and is a supported format.
I can't see a folder my colleague mentioned.+
Confirm the folder is in the shared Workspace section rather than a personal folder. If it is in the shared workspace and still not visible, contact your administrator to verify your access permissions.
Document Viewer shows a blank page.+
The document may still be processing. Wait a moment and refresh. If the issue continues, re-upload the document.
Upload fails.+
Check your storage usage at the bottom of the Drive panel. If you are near your limit, delete old files or click Get More Storage before uploading again. Also check your internet connection.
A file I uploaded isn't visible to my team.+
Check which folder you uploaded to. Files in Personal folders are only visible to you. Move the file to a Workspace folder to make it visible to your team.


Tips for Getting the Most Out of Helios Drive

  • Use the Workspace section for files that should be accessible to your entire team, and Personal for drafts or files only you need to access.
  • List view is ideal when you need to check file sizes or sort by upload date, while Grid view gives a cleaner overview of your folder structure.
  • Keep an eye on the storage bar at the bottom of the panel. Clicking Get More Storage takes you to an upgrade option if your workspace is running low.


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