Files Overview

Files is where you store and manage everything you upload, in one central area rather than scattered across whichever record you happened to be on when you added it.

Organising files into directories

Files live inside directories, and there are two kinds.

Custom directories are ones you create yourself. You can build these as a proper hierarchy, with directories nested inside other directories, so your structure can match how your business actually organises things rather than being forced flat.

Other directories are created automatically. Create a team, for example, and that team gets its own directory without you having to set one up.

Uploading files

The quickest way in is drag and drop. Open the file browser and drag one or more images straight in to upload them.

For more control, use Add File. Give the file a name, drag it in, add a description, and set who has access to it.

Public access

Every file has a public access setting, either yes or no.

Set to yes, the file appears automatically in client portals under the files icon, so every customer can see it without you having to attach it anywhere individually.

This is the setting worth using for anything you want every customer to have access to. Insurance documentation is the obvious example, upload it once, mark it public, and it is available in every client portal from that point on rather than something you attach job by job.

What you can do with a file

Once a file is in the system, you can view it, edit it, download it, share it, or duplicate it.

Using files from elsewhere in the system

Files are not only managed from the Files area. Anywhere in the system with a file or image field, clicking upload file or upload image opens the same file browser as a pop up.

From there you can browse the directories you have already built and pick an existing file rather than uploading the same image again. You can also reach outside your own files entirely and pull in a royalty free image from an external library such as Unsplash or Pixabay, which is useful for anything decorative where you do not have your own photography to hand.

Files on a job

Entities like jobs have their own Files tab, giving you a dedicated place to see and manage everything attached to that specific record rather than searching for it in your main Files area.

What shows automatically

Files the system generates for that job, contracts and invoices being the main examples, appear here on their own. Nothing needs uploading or assigning for these. They are simply there as soon as they exist.

Uploading a new file

Uploading works a little differently here than in the main Files area. Clicking Upload on a job's Files tab only works if that entity type has a File field, an Image field or an Artwork field set up on it, since that field is what the uploaded file actually gets stored against.

If you click Upload and there is no option to upload anything, that is why. It is not broken, the entity type is just missing a File, Image or Artwork field. Add one of those fields to the entity type first and the option to upload will be there.

Assigning an existing file

Assign is for attaching something that already exists but was not automatically tied to this job, most often a document or a contract that falls outside your default auto generated set.

Note: A non disclosure agreement is the example worth knowing. An NDA is not something the system creates automatically for every job, so if a particular booking needs one, you assign it. Click Assign on the Files tab, choose the NDA, and attach it to the booking. From there it appears in the client portal, ready for the client to sign.