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How File Management Works in Motion.io
To make file access seamless for both your team and clients, every project in Motion.io includes a dedicated file management section. This allows your team to easily organize files, control what clients can access in their portal, and enable quick viewing or downloading by team members.
This article will walk you through how file management works in your projects and how to create, organize, and manage the files and folders clients can access within their portals.
How to Create Folders
File management in Motion.io is structured based on individual projects. To access the file management area of a project, begin by choosing the project from your dashboard, and then click on the “Files” tab at the top of your screen.
When creating a new project from scratch, the file section will start empty—with no folders or files included by default. You can create as many folders and nested subfolders as needed to keep your files organized. Simply click “New Folder” enter a name, and it will appear in your file list.
💡Tip: If you use the same folder structure in multiple projects, add it to a project template. Each time you create a project from that template, your folders and subfolders will be automatically preloaded.
How to Manage Files & Folders
As clients upload requested files, and as your team attaches files to tasks, they will automatically appear in the files library. Once added, you can organize these files into folders that can be shared or hidden for clients to access in their portals.
👋 Note: By default, files uploaded by clients, submitted through tasks, or shared by your team via task attachments are automatically accessible to clients in their portal before being added to a folder.
Adding Files to Folders
In order to add a file to a folder that you have created, simply click on the file and drag it into the desired folder.
Sharing File Folders
By default, folders you create and the files you add to them are not accessible to clients via the "Files" tab of their Motion.io portal. To grant clients access to a folder with files, click the ellipsis on the right side of any folder and choose "Share in portal" from the dropdown menu.
Once a folder is made accessible to the client in their portal, a green check mark will appear under the "In Portal" column of the associated row.
Filtering by File Type
In order to enhance efficiency and streamline the process of sorting files added to a project, Motion.io classifies files according to the task they are associated with, the upload method, and their visibility to clients in their respective portals.
By accessing the dropdown menu for "All Files" located in the upper left corner of the project files library, you and your team members can readily categorize files based on these criteria.
