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File Storage

Niamh Ferns Updated by Niamh Ferns

DeskDirector's file storage can be accessed in the Admin Portal under System > Feature Configuration > Tickets. It is opt in (disabled by default).

Summary

Previously, DeskDirector only allowed uploading ticket attachments through an integrated PSA's API. That approach worked at the time but posed some functional limitations. As we sought to expand the functionality, we encountered some barriers that we couldn't resolve solely relying on integrated PSAs.

Below are some of the issues that our File Storage system resolves:

  • File size limitation posed by integrated PSAs' APIs
  • Inability to upload without or before ticket creation
  • Restrictions in upload speeds
  • Un-optimised image previews/thumbnails
  • Slow download speeds for attachments
  • Imposed restrictions for further feature development in DeskDirector
  • Inability for media playback posed by PSA API restrictions
  • Ambiguity between attachments and which note they relate to

File Limit

User can upload any kind of files to our file storage with a maximum of 100MB per file.*

*File restrictions differ for customers on Essential or Basic plans. These have a limit of 15MB.

File/Media Preview

File storage allows for a wide range of functionality and improvements related to user experience with file attachments. This includes:

  • Faster rendering/preview for PDF attachments
  • Thumbnails and previews for images. Even with larger images, our implementation will generate an opitmized preview and thumbnail while still allowing for downloads at the original image size.
  • We now have an experimental HTML5 renderer for video/audio. This allows for media playback prior to download.*

*Subject to browser restrictions.

With our own email delivery solution and file storage, we can allow for faster generation of download links in emails. When relying on PSA integrations file storage, this would take upwards of 10 to 20 seconds. With our file storage, this can be done in 100 to 200ms. This restriction meant that previously, these download links were not included in emails.*

* Download links within emails are possible if file storage has been enabled and files have been uploaded through the latest client/tech portal.

Security

We take security seriously. Any file retrieval, preview, thumbnail, all been through our permission identify system. Only users with access to a ticket will be able to view attached files.

Download links within emails are different to our front end portal. If you include a permission token, then downloads can be accessed by anyone within a set amount of time. Without a permission token, our system will require them to login before they can download or view any files.

Form File Fields

With introduction of file storage, we have also released file field inside our form. When a file field is used to add an attachment, this attachment will always upload to our file storage. Each file field can upload as many files as user wants to although the restrictions above still apply regarding size for different DeskDirector plans.

FAQ

Q: How come an email's download token is stateless? Doesn't that expose security risk?

A: Download links inside an email with permission tokens are similar to normal attached files or OneDrive's generated access links. Anyone who received email can download and view the file. Our admin portal provides settings for you to opt in and select expire time for each download token.

Q: I didn't enable file storage, but file still uploaded through new system. How come?

A: It is most likely you are using new file field inside DeskDirector form. File field does not respect the storage flag, it will always use our file storage.

Q: I like the concept of file storage, but could you also upload file to our PSA?

A: Unfortunately, the issues with PSA API integrations as mentioned above mean this is not possible. Technically we can upload smaller files to your PSA, but with so much inconsistent logic this would mean more surface area for issues to occur.

Q: Our technicians are not using TECH portal. How do they view files?

A: We create a file link and add this inside your PSA. This can be used to auto navigate to TECH portal.

Q: Will DeskDirector charge us for the amount of space used by file storage?

A: At the current stage, no. Cost is included within your subscription.

Q: Is file storage regionallized?

A: Yes. As with databases, it is regionallized and each customer will have their own Azure blob container. This also ensures that your data is secure and can be deleted if you decide to leave.

Q: Will DeskDirector enforce to use file storage.

A: No, we fully aware customer have different opinions when come to file storage. We want to keep the option open for you to decide. However, for new DeskDirector features, file storage will be used. At the current stage, we don't have any features 100% dependent on it.

How did we do?

Embedding Media as the Help Page

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