File Explorer

The File Explorer provides a centralized view of all files uploaded across Flask Track, regardless of which entity they are attached to.

It allows users to browse, search, and manage files used for experimental records, protocols, compliance evidence, and audits.

What Is the File Explorer?

The File Explorer is a read-only index of file associations, not a traditional filesystem.

Files are always attached to a single owning entity, such as:

• Batch
• Sample
• Protocol
• Workflow
• Species
• Ingredient
• Tool
• Compliance checklist or audit

The explorer groups files by entity type to make navigation and review easier.

Browsing Files

Files are organized into expandable sections by entity category, such as:

• Batches
• Compliance
• Protocols
• Samples
• Other system entities

Within each section, files are grouped under their owning entity.

Example:

• A batch may contain sequencing data or images
• Compliance may contain policy documents or evidence files

Searching and Filtering

The File Explorer supports:

• Text search by filename
• Filtering by owning entity type

This makes it easy to locate:

• Evidence files for audits
• Protocol attachments
• Batch-specific data files

File Ownership Model

Each file in Flask Track has exactly one owner.

A file may be attached to:

• A specific entity (e.g. batch, sample)
• A compliance checklist item (as evidence)
• A compliance framework (as reference documentation)

Files cannot belong to multiple entities simultaneously.

File Actions

Depending on your role and permissions, you may be able to:

• Download files
• Edit file metadata (e.g. name, notes)
• Delete files

All file actions are recorded in the audit log.

Compliance Evidence

Files attached under Compliance typically include:

• Policy documents
• SOPs
• Regulatory references
• Checklist evidence uploads

These files are used during:

• Audits
• Compliance reviews
• Regulatory inspections

Deleting or modifying compliance evidence may be restricted.

Audit & Traceability

All file operations are auditable, including:

• Upload
• Edit
• Delete
• Attachment changes

Audit log entries include:

• Actor
• Timestamp
• Entity association
• Before/after state (when applicable)

Best Practices

• Attach files to the most specific entity possible
• Use descriptive filenames
• Store policies and SOPs under compliance entities
• Avoid uploading duplicate copies of the same document
• Review file permissions before deleting shared evidence

Access Control

File visibility and actions are controlled by role:

• Admins: full access
• Scientists: access to experimental and compliance files
• Technicians: access to operational files they interact with

Access itself is logged for compliance purposes.