Files and storage

The Storage area, in the sidebar, answers three questions: how much of the plan's file storage the organization uses, how many records it holds against the plan, and which files take the room. It has Overview, Files and the Recycle bin.

Every member of the organization opens it. A role confined to what its holder owns or was given, such as External, sees "This organization's usage is shown to its own members."

Overview#

The first tile, Files, names the plan and shows File storage used: how much of the plan's storage is used, as a size against the limit and a percentage, with a bar.

• The bar turns amber from 75% and red at 100%. At 100% the tile adds "Storage is full. Delete files or move to a higher plan to add more."
• In the recycle bin says how much of the total is files you deleted that have not been destroyed yet.
• Reserved for uploads in progress appears while uploads have been signed and are not finished.
• View the largest files opens the Files list, largest first.
• Upgrade plan is for people with the Billing right and opens Billing. Everyone else reads "To get more space, ask someone who manages billing."
• Where the plan sets no limit it says so, naming the plan. Where a contract has not named one, "Your contract sets this limit." If the limit could not be read, "This limit could not be read." A limit that is not a number is said in words and is never drawn as a bar.

The people whose role holds the Organization settings right, Owners and Admins by default, see more:

• Over time: the most space the files took on each day, for 30 or 90 days.
• By category: Attachments, Pictures, Knowledge documents, Images in Agent conversations, Imports in progress, Voice notes, Site images and Logos.
• By record type: the types the person may read. The rest, and files that belong to no record such as profile photos and import files, are folded into Other record types.
• Top uploaders: the ten people whose uploads take the most room. It never shows a file's name.

The second tile of the Overview, Records, shows how many records the organization holds against the plan's limit, with the same bar, colors and upgrade path. The split by object type is on Usage.

What counts#

Storage counts the files people put in:

• Files attached to records, voice notes, pictures, knowledge documents, images handed to the Agent, imports in progress, site images and letterhead logos.
• Files in the recycle bin, until they are destroyed. Deleting a file does not free its room at once.
• Room held for uploads that were signed and are not finished.

Two kinds of file do not count, because the platform writes them and the person cannot delete them: exports, and the stored PDFs of issued quotes, invoices and credit notes.

The records meter is also on Usage, with the split by object type.

One file#

• A single file may be up to 25 MB today. Import files have a larger ceiling of their own; nothing else is accepted over 100 MB.
• A file may be an image (JPEG, PNG, GIF or WebP), a PDF, a Word document (DOCX), a spreadsheet (XLSX or XLS), CSV, TSV or plain text. Audio may be WebM, M4A, MP3 or OGG. SVG and HTML are refused. Some places accept less: a profile photo takes images only.
• One person can start 10 uploads a minute, and an organization 100.

When it is full#

Only a new upload is refused. The refusal names the plan's limit and the way out:

This organization has used its N MB of file storage. Move to a plan with more storage in Settings > Billing, or delete files it no longer needs: a deleted file frees its room when it leaves the recycle bin, D days after it is deleted.

N is the plan's storage in MB, and D is the organization's recycle bin window.

For someone without the Billing right it says to ask someone who manages billing instead. A limit a contract has not named, or a plan that could not be read, refuses too, and says which.

People with the Billing right are told in their notifications when storage passes 75% and when it is full. The notice is sent once for each crossing, and is armed again only after the figure falls below 70%.

The recycle bin keeps deleted files for the window the organization sets in Settings > Organization > General, under Recycle bin: Keep deleted items for, from 1 to 365 days, 30 until it is changed. A shorter window destroys what is already past it at the next daily cleanup, and that cannot be undone.

Where files are attached#

On a record page, the Files card, in the side panel, lists the record's files: five first, then twenty more each time you choose Show more. Each shows where it came from, such as Attached, Voice note or Picture, its size, its day and who uploaded it.

• Add files, or drop files on the card. It is offered to people who may edit the record, and, where file storage is connected, takes up to 10 files at a time. Each file shows its progress and its own outcome.
• A delete asks first and moves the file to the recycle bin. The message that follows has Undo.
• Open in Files opens the Files list narrowed to this record.
• A record in the recycle bin has no Files card. Its files come back with it.

A file in use somewhere else is changed there, not deleted here: a profile photo in Settings > Profile, a record's picture on the record, a letterhead logo in Settings > Legal entities, an embed's picture in the embed.

Find a file#

Storage > Files lists every file the person may open, each as visible as the record it is attached to. Someone else's import file or Agent image is never listed.

• Search by file name.
• Filters: Type, Attached to (a record type) and Uploaded from and Uploaded to. The address names the filters, so a filtered list is a link.
• Sort by Newest or Largest.
• Columns: Name, Attached to, Size, Uploaded by, Uploaded on. Open, Open record and Delete are under each file's actions.
• A thin meter above the list repeats the Overview, with a link to it. There is no total count: the list loads more as you ask.

A deleted file is in the Recycle bin, in its Files group, with the day it is removed for good. Restore brings it back.