--- title: Files and storage description: How much file storage the organization uses against its plan, what counts toward it, what happens when it is full, and how to find a file. url: https://salexhub.com/docs/storage/files type: reference area: storage section: Files & storage last_updated: 2026-10-10 prerequisites: [] related: - https://salexhub.com/docs/billing/usage - https://salexhub.com/docs/billing/plans - https://salexhub.com/docs/control/roles - https://salexhub.com/pricing tools: - storage.usage - storage.breakdown - file.list - file.delete - file.restore - recycle_bin.window.set checked_against: salexhub/platform 9df00b3d1 --- # Files and storage How much file storage the organization uses against its plan, what counts toward it, what happens when it is full, and how to find a file. 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](https://salexhub.com/docs/billing/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](https://salexhub.com/docs/billing/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. --- The same page for people: https://salexhub.com/docs/storage/files. Index of this site for agents: https://salexhub.com/llms.txt