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File Storage & Management

How to use the file storage system for organizing and sharing files with clients

File Storage & Management

Learn how to use the built-in file storage system to organize, store, and share files with your clients in a secure and organized manner.

Overview

The File Storage feature provides clients with dedicated storage space to upload, organize, and manage their files. This keeps all project-related files in one centralized location accessible to both team members and clients.

Key Features

  • Dedicated Client Storage: Each client has their own storage space
  • Folder Organization: Create folders and subfolders
  • File Upload: Upload multiple files at once
  • File Download: Download individual files or entire folders
  • File Preview: Preview images and documents in browser
  • Search Functionality: Find files quickly
  • Storage Limits: Plan-based storage quotas
  • Access Control: Secure file access based on permissions
  • Version History: Track file versions (if enabled)

Use Cases

  • Project Files: Store client project files and assets
  • Document Storage: Keep important documents organized
  • Asset Library: Maintain brand assets and resources
  • Collaboration: Share files between team and clients
  • Backup: Secure backup of important files
  • File Sharing: Easy file distribution to clients

Prerequisites

Module Requirements

  • Storage Module: Included in most plans
  • Permissions: Appropriate file management permissions
  • Storage Space: Available storage quota

Storage Limits

Storage limits vary by workspace plan:

  • Trial: Limited storage (e.g., 1GB)
  • Basic: Standard storage allocation
  • Plus/Pro: Increased storage capacity
  • Enterprise: Large or unlimited storage

Check your workspace plan for specific storage limits.

Accessing File Storage

For Team Members

Access Client Storage:

  1. Navigate to Clients
  2. Select a client
  3. Go to Storage or Files tab
  4. View and manage client's files

Organization Storage:

  1. Navigate to Organizations
  2. Select organization
  3. Go to Files tab
  4. Manage organization-level files

For Clients

Access Your Storage:

  1. Log into client portal
  2. Navigate to Storage or Files
  3. View your files and folders
  4. Upload, download, and organize files

Uploading Files

Single File Upload

  1. Navigate to storage area
  2. Click Upload File or Upload button
  3. Select file from your computer
  4. Wait for upload to complete
  5. File appears in current folder

Multiple File Upload

  1. Click Upload Files button
  2. Select multiple files (Ctrl+Click or Cmd+Click)
  3. Or drag and drop multiple files
  4. All files upload together
  5. Progress indicator shows upload status

Drag and Drop

Quick Upload:

  1. Open storage area
  2. Drag files from your computer
  3. Drop onto storage window
  4. Files automatically upload
  5. Confirmation when complete

Supported File Types

Common File Types:

  • Documents: PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX
  • Images: JPG, JPEG, PNG, GIF, SVG, WebP
  • Videos: MP4, MOV, AVI, WebM
  • Archives: ZIP, RAR, 7Z
  • Code: HTML, CSS, JS, JSON, XML
  • Others: As configured by workspace

File Size Limits:

  • Per file size limit: Varies by plan (e.g., 100MB)
  • Total upload size: Based on available storage
  • Batch upload: Multiple files at once

Organizing Files

Creating Folders

New Folder:

  1. Navigate to desired location
  2. Click Create Folder or New Folder
  3. Enter folder name
  4. Press Enter or click Create
  5. Folder created instantly

Folder Hierarchy:

  • Create nested folders
  • Organize by project, type, or date
  • Unlimited folder depth (within reason)
  • Move folders as needed

Moving Files

Move to Different Folder:

  1. Select file(s) to move
  2. Click Move action
  3. Choose destination folder
  4. Confirm move
  5. Files relocated instantly

Drag and Drop Move:

  • Drag file to folder
  • Drop to move
  • Works for multiple files
  • Visual feedback during drag

Renaming Files and Folders

Rename Items:

  1. Select file or folder
  2. Click Rename action
  3. Enter new name
  4. Press Enter or click Save
  5. Name updated immediately

Naming Best Practices:

  • Use descriptive names
  • Include dates if relevant
  • Avoid special characters
  • Keep names concise
  • Use consistent naming convention

Downloading Files

Download Single File

  1. Locate file in storage
  2. Click file or select it
  3. Click Download button
  4. File downloads to your computer
  5. Save to desired location

Download Multiple Files

Bulk Download:

  1. Select multiple files (checkboxes)
  2. Click Download Selected
  3. Files packaged into ZIP archive
  4. ZIP file downloads
  5. Extract files on your computer

Download Entire Folder

Folder Download:

  1. Select folder
  2. Click Download Folder or Download All
  3. Folder contents packaged as ZIP
  4. Download to your computer
  5. Unzip to access files

Download All Files

Complete Storage Download:

  1. In main storage view
  2. Click Download All Files
  3. All files packaged into ZIP
  4. Large file warning if applicable
  5. Download when ready

File Management

File Preview

Preview Supported Files:

  • Images: View full-size in browser
  • PDFs: Read documents in-browser
  • Text files: View content directly
  • Videos: Play in browser player

Opening Preview:

  1. Click on file name or thumbnail
  2. Preview opens in overlay/new tab
  3. Navigate between files
  4. Download or close preview

File Information

View File Details:

  • File name and extension
  • File size
  • Upload date and time
  • Uploaded by (user)
  • Last modified date
  • File location (folder path)

File Actions

Available Actions:

  • Download file
  • Rename file
  • Move to different folder
  • Delete file
  • Share file link (if enabled)
  • View file information
  • Preview file (if supported)

Deleting Files

Delete Single File

  1. Select file to delete
  2. Click Delete action
  3. Confirm deletion
  4. File permanently removed
  5. Storage space freed

Delete Multiple Files

Bulk Delete:

  1. Select multiple files (checkboxes)
  2. Click Delete Selected
  3. Confirm bulk deletion
  4. All selected files removed
  5. Storage updated

Delete Folder

Folder Deletion:

  1. Select folder to delete
  2. Click Delete Folder
  3. Warning: All contents will be deleted
  4. Confirm deletion
  5. Folder and all files removed

Important:

  • Deleted files cannot be recovered
  • Be careful with bulk operations
  • Confirm you have backups if needed

Search and Filters

Searching Files

Search Functionality:

  1. Use search box in storage area
  2. Enter file name or keywords
  3. Results appear instantly
  4. Click result to locate file
  5. Clear search to return to normal view

Search Tips:

  • Search by file name
  • Search by extension (.pdf, .jpg)
  • Search by upload date
  • Use partial names
  • Filter search results

Filtering Files

Filter Options:

  • By file type (images, documents, etc.)
  • By upload date range
  • By uploaded user
  • By file size
  • By folder location

Storage Limits and Management

Monitoring Storage Usage

View Storage Stats:

  • Total storage used
  • Available storage remaining
  • Percentage used
  • Files count
  • Largest files
  • Storage by folder

Storage Indicators:

  • Visual progress bar
  • Color-coded warnings
  • Low storage alerts
  • Upgrade prompts

Managing Storage Space

When Running Low on Space:

  1. Delete Unnecessary Files: Remove outdated files
  2. Archive Old Files: Download and delete locally stored files
  3. Compress Files: Use ZIP for multiple files
  4. Upgrade Plan: Get more storage
  5. Contact Support: Request additional space

Storage Best Practices:

  1. Regular cleanup of old files
  2. Archive completed projects
  3. Compress large files
  4. Use appropriate file formats
  5. Monitor storage regularly

Access Control and Permissions

Client Access

What Clients Can Do:

  • Upload files to their storage
  • Create and manage folders
  • Download their files
  • Delete their files
  • Search their storage
  • View storage usage

What Clients Cannot Do:

  • Access other clients' files
  • Exceed storage limits
  • Upload prohibited file types
  • Modify storage settings

Team Member Access

Team Access Levels:

  • View Only: Browse and download files
  • Full Access: Upload, edit, delete files
  • Admin Access: Manage storage settings

Permission-Based Access:

  • Based on team member role
  • Can be customized per user
  • Organization-level permissions
  • Client-specific access

File Security

Security Features

  • Secure Storage: Files encrypted at rest
  • Secure Transfer: HTTPS encryption for uploads/downloads
  • Access Control: Permission-based access
  • Audit Logging: Track file operations
  • Virus Scanning: Automatic malware detection (if enabled)

Best Practices for Security

  1. File Types: Only upload necessary file types
  2. Sensitive Data: Be cautious with confidential files
  3. Access Review: Regularly review who has access
  4. Password Protection: Use strong passwords
  5. Backup: Maintain local backups of important files

File Sharing

Sharing with Team Members

Internal Sharing:

  1. Upload file to shared location
  2. Team members with access can view
  3. Notify team via message or comment
  4. Track who accessed file
  5. Manage permissions as needed

Sharing with Clients

Client File Access:

  1. Upload file to client's storage
  2. Client receives notification
  3. Client can download from portal
  4. Track download activity
  5. Revoke access if needed

Public Share Links:

  1. Select file to share
  2. Generate share link
  3. Set expiration date (optional)
  4. Copy link to share
  5. Recipient downloads via link

Share Link Settings:

  • Set password protection
  • Define expiration time
  • Limit download count
  • Track link usage
  • Revoke link access

Mobile Access

Using Storage on Mobile

Mobile Features:

  • Access storage via mobile browser
  • Upload photos from camera
  • Upload files from mobile device
  • Download files to mobile
  • View file previews
  • Organize folders

Mobile Tips:

  • Use mobile data cautiously for large files
  • Prefer WiFi for uploads/downloads
  • Save important files locally
  • Use file management apps
  • Enable mobile notifications

Best Practices

File Organization

  1. Logical Structure: Create clear folder hierarchy
  2. Consistent Naming: Use standard naming conventions
  3. Date Prefixes: Use YYYY-MM-DD format
  4. Project Folders: Separate by project or client
  5. Archive Old: Move completed projects to archive

Storage Management

  1. Regular Cleanup: Delete unnecessary files monthly
  2. Monitor Usage: Check storage stats regularly
  3. Compress Files: Zip related files together
  4. Download Archives: Store old files locally
  5. Plan Ahead: Upgrade before reaching limits

File Naming

  1. Descriptive Names: Clearly describe contents
  2. Version Numbers: Use v1, v2 for versions
  3. Date Inclusion: Add dates to file names
  4. No Special Characters: Avoid #, %, &, etc.
  5. Lowercase: Consider using lowercase for consistency

Collaboration

  1. Communicate Changes: Notify when uploading important files
  2. Version Control: Keep track of file versions
  3. Clear Instructions: Provide context for files
  4. Timely Updates: Upload files promptly
  5. Feedback: Confirm file receipt

Troubleshooting

Upload Issues

File Won't Upload

  • Check file size is under limit
  • Verify file type is allowed
  • Check available storage space
  • Try different browser
  • Check internet connection

Upload Fails Partway

  • Verify stable internet connection
  • Try smaller file size
  • Upload in smaller batches
  • Check browser console for errors
  • Try different browser

Slow Upload Speed

  • Check internet connection speed
  • Try during off-peak hours
  • Upload smaller files first
  • Use wired connection if possible
  • Close unnecessary programs

Download Issues

Can't Download File

  • Check you have download permissions
  • Verify file still exists
  • Try different browser
  • Check popup blocker settings
  • Clear browser cache

Download Fails

  • Check available disk space
  • Verify internet connection
  • Try smaller file or folder
  • Use download manager
  • Contact support if persists

Organization Issues

Can't Create Folder

  • Verify you have create permissions
  • Check folder name is valid
  • Try different location
  • Refresh page and retry

Can't Move Files

  • Check you have move permissions
  • Verify destination folder exists
  • Try moving one file at a time
  • Refresh and retry

Storage Limit Issues

Storage Full Message

  • Review and delete old files
  • Download and archive files locally
  • Compress files to save space
  • Upgrade to higher plan
  • Contact admin for more space

Getting Help

For storage-related issues:

  1. Check available storage space
  2. Verify file upload permissions
  3. Test with different browsers
  4. Review workspace storage settings
  5. Check plan storage limits
  6. Contact workspace administrator for advanced issues

Annotations (Images)

Add annotations to image attachments to communicate precise feedback.

  • Open an image preview
  • Add annotation markers and notes
  • Save annotations
  • Remove annotations when resolved

Note: Annotation availability may depend on permissions and file type.

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