File Management
The file management system provides centralized storage for all project documents with powerful organization tools, advanced filtering, and seamless integration with project workflows.
Uploading Files
Navigate to Files Tab
Go to the Files tab in your project to access the file management interface.
Upload Methods
You can upload files using two methods:
Upload Button Click “Upload Files” to open the file selection dialog.
Drag & Drop Drag files directly from your computer to the upload area.
Add File Details
For each uploaded file, you can add:
- Description: Context about the file’s purpose
- Tags: Project-specific categorization
- Metadata: Custom fields for additional information
Confirm Upload
Click “Upload” to save the files to your project.
File Organization System
Tagging System
Files are organized using project-specific tags that integrate with your billing and workflow:
Tag Benefits
- Consistent Organization: Use the same tags across all project files
- Billing Integration: Tags with hourly rates track file-related work
- Visual Organization: Color-coded tags for quick identification
- Search Efficiency: Find files quickly using tag filters
Creating and Managing Tags
- Create new tags during file upload
- Apply multiple tags per file
- Color-code tags for visual organization
- Reuse tags across project files
Metadata Fields
Add custom metadata to provide context and searchability:
Standard Metadata
- File description and purpose
- Version numbers and dates
- Author and contributor information
- Project phase or milestone
Custom Fields
- Client-specific information
- Department or category
- Priority or importance level
- Any project-relevant data
Viewing and Managing Files
Display Options
Grid View Visual thumbnails perfect for images and documents with preview capabilities.
List View Detailed table format showing file information, upload dates, sizes, and tags.
File Actions
View Files
- Click files to open in browser
- Preview images and documents
- Download for offline access
Manage Files
- Add or remove tags
Delete Files Administrative users can remove files with confirmation.
Advanced Filtering
Find specific files quickly using multiple filter criteria:
Filter by File Type
Document Types
- PDFs and text documents
- Spreadsheets and presentations
- Images and graphics
- Videos and audio files
File Statistics and Analytics
Monitor file usage and organization effectiveness:
Storage Overview
Total Usage
- Number of files in project
- Total storage consumed
- Storage per file type
- Growth trends over time
Best Practices
File Organization
- Naming Conventions: Use consistent, descriptive file names
- Version Control: Include version numbers or dates in filenames
- Tag Consistency: Apply tags systematically across all files
- Regular Cleanup: Remove outdated or duplicate files regularly
Collaboration
- Shared Understanding: Ensure team knows the organization system
- Access Patterns: Organize files by how frequently they’re accessed
- Documentation: Use descriptions to provide context for team members
- Backup Strategy: Maintain local backups of critical files
Storage Optimization
- File Size Management: Compress large files when appropriate
- Format Consistency: Use standard formats for team compatibility
- Archive Old Files: Remove or archive files from completed projects
- Monitor Usage: Regular review of storage consumption and costs
Security and Access
- Sensitive Information: Be mindful of confidential content in shared projects
- Access Control: Ensure only appropriate team members have file access
- Version Management: Keep track of file versions and updates
- Audit Trail: Monitor file uploads and modifications
The file management system ensures that all project documents are organized, accessible, and integrated with your project workflows.