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Creating Folders & Managing Files
To provide your team and clients easy access to files, every project and portal you create in Motion.io includes a dedicated file management area.
This article will explain how file management in your Motion.io projects works and how you create, customize, and control the files and folders customers can access within their client portals.
How File Management Works in Motion.io
Motion.io's file management system works on a per-project and per-portal basis. To access the file management area, select a project from your dashboard and click "Files" at the top of your screen.
Types of Folders
Motion.io has three types of primary folders, each serving a unique purpose: All Files, Shared, and My Uploads. The sections below will explain how each type of folder works.
All Files
When your team attaches files to tasks or clients provide files as part of completing tasks, those files will be automatically added to one of the subfolders under “All Files.”
The folders in "All Files" are only accessible to team members, and files are added to them based on how they were uploaded. Because the subfolders under "All Files" are created by default, their names cannot be changed.
Shared
The "Shared" folder gives your team complete control over what files and folders customers can access from their portal's "Files" page.
In addition to renaming the top-level "Shared" folder, your team can create, rename, and modify sub-folders inside of it. The sections below will explain how to do this.
📢 Note: The "Files" portal page and any associated folders are visible to clients by default. Turning off the toggle for "Show shared files in portal" will hide the "Files Page" from a portal.
How to Rename the Top-Level "Shared" Folder
To change the name of the "Shared" folder, click the three dots beside it, select "Rename" from the dropdown, and enter a new name for the folder.
How to Create Shared Subfolders
To create custom subfolders inside of the top-level "Shared" folder, click the three dots beside it, select "New Folder" from the dropdown, and give your new subfolder a name.
How to Add Files to Shared Folders
To add files to shared/custom folders, click the checkbox to the left of any files located within "All Files" and open the "Actions" dropdown. In the "Actions" dropdown, click "Copy To" and select the shared folder to which you want to add the files.
After adding files to a shared folder, Motion.io will prompt you to make the files page visible in the client portal, provided you have not done so already.
👋 Tip: If you delete a file from a shared folder your team still needs, don't worry. Files removed from shared folders will still be accessible to your team from the "All Files" folder.
My Uploads
When clients provide files when completing a file collection task or upload files directly, the "My Uploads" folder gives them immediate access to those files in their portal.
Once a client uploads their first file as part of a project, the "My Uploads" folder will appear directly above the default "Shared" folder on the "Files" page of their portal.
📢 Note: The files available to clients from their portal's "My Uploads" folder are automatically organized for your team into subfolders under the "All Files" folder of each project.