On Book

Appearance

Cloud Files ​

Review retention limits. Check data retention behavior before uploading scripts or sensitive files.

Manage your production's documents, media, and assets in one place.

Files — On Book Pro

Overview ​

The Cloud Files tool is your production's file management system:

  • Centralized storage — All project files in one location
  • Folder organization — Nested directories for structure
  • File versioning — Track changes with automatic version history
  • Offline access — Mark files for offline availability
  • Trash & recovery — 30-day trash retention before permanent deletion
  • Shared access — Owners and file-access managers can choose project-wide, role, user, or owner-only access

Getting Started ​

Opening Files ​

  1. Navigate to Files in the sidebar
  2. You'll see the file browser with your project's files

The Files Interface ​

AreaPurpose
BreadcrumbsShows current folder path
ToolbarUpload, new folder, view options
File BrowserGrid or list of files and folders
Preview PanelPreview selected file

Phone Layout ​

On phone-sized screens, Files keeps actions visible instead of hiding them behind hover behavior:

  • Tap a file or folder once to open it.
  • Restore, download, offline, and trash actions use larger touch targets.
  • Trash shows restore actions directly on each item.

Desktop and tablet layouts still use the grid/list selection pattern and double-click/open actions where appropriate.

Folder Navigation ​

  • Click a folder to open it
  • Breadcrumbs at the top show your current path
  • Click any breadcrumb to jump back to that level
  • Home icon returns to the root folder

View Modes ​

Toggle between views using the toolbar:

ViewBest For
GridVisual browsing with thumbnails
ListDetailed view with file info

Sorting ​

Sort files by:

  • Name (A-Z or Z-A)
  • Date (newest or oldest first)
  • Size (largest or smallest first)
  • Type (grouped by file type)

Searching ​

  1. Type in the search box
  2. Results filter in real-time
  3. Search matches file names only

Uploading Files ​

Single File Upload ​

  1. Click Upload in the toolbar
  2. Select a file from your computer
  3. Wait for the upload to complete
  4. The file appears in the current folder

Drag and Drop ​

  1. Drag files from your computer
  2. Drop them onto the file browser
  3. Files upload to the current folder

Upload Limits ​

  • Maximum file size: 200MB per file
  • Project quota: 1GB total storage
  • Larger files may take longer to upload

Progress Indicator ​

During upload:

  • Progress bar shows completion percentage
  • You can continue browsing while uploading
  • Notification appears when complete

Creating Folders ​

Organize files with folders:

  1. Click New Folder in the toolbar
  2. Enter a folder name
  3. Click Create
  4. The new folder appears in the current directory

Folder Best Practices ​

Suggested organization:

📁 Scripts & Libretti
📁 Rehearsal Media
   📁 Choreography Videos
   📁 Music Tracks
📁 Design Documents
   📁 Sets
   📁 Costumes
   📁 Props
📁 Production Photos
📁 Admin Documents

File Actions ​

Previewing Files ​

Click a file to preview:

  • Images: Display inline
  • Videos: Play in viewer
  • Audio: Playback controls
  • PDFs: Document viewer
  • Other: Show file info

Downloading ​

  1. Select a file
  2. Click Download (or use the context menu)
  3. File saves to your computer

Renaming ​

  1. Right-click a file or folder
  2. Select Rename
  3. Enter the new name
  4. Press Enter to confirm

Moving Files ​

  1. Select a file or folder
  2. Right-click → Move to...
  3. Choose the destination folder
  4. Click Move

Deleting ​

  1. Select a file or folder
  2. Click Delete or press Delete key
  3. Confirm the deletion
  4. Item moves to Trash (30-day retention)

File Versioning ​

On Book Pro automatically tracks file versions:

How Versioning Works ​

  • Uploading a file with the same name creates a new version
  • Previous versions are preserved
  • Version numbers increment (v1, v2, v3...)

Viewing Version History ​

  1. Select a file
  2. Click Version History (or right-click → Versions)
  3. See all previous versions
  4. Preview or download any version

Restoring a Version ​

  1. Open version history
  2. Find the version you want
  3. Click Restore
  4. That version becomes the current version

Trash & Recovery ​

Deleted files aren't immediately removed:

Viewing Trash ​

  1. Click Trash in the sidebar (or toolbar)
  2. See all deleted files and folders
  3. Items show deletion date

Restoring from Trash ​

  1. Open Trash
  2. Select the item to restore
  3. Click Restore
  4. Item returns to its original location

Permanent Deletion ​

  • Files are restorable until they are permanently deleted or cleaned up after 30 days
  • Permanent deletion removes the file metadata and the stored file data when available
  • Emptying Trash permanently deletes all files currently in Trash

For the broader retention policy, see Data Retention & Deletion.

Offline Access ​

Mark important files for offline availability:

Marking Files for Offline ​

  1. Select a file
  2. Click Available Offline toggle (or right-click → Make Available Offline)
  3. The file downloads and caches locally

Using Offline Files ​

When you're offline:

  • Marked files are fully accessible
  • You can view, preview, and use them
  • Changes sync when you reconnect

Managing Offline Storage ​

Monitor your offline cache:

  • Browser settings show cache size
  • Clear offline files to free space
  • Re-mark files to re-download

Sharing & Permissions ​

File Access ​

Files use access policies rather than a single public/private switch. Each file has an owner, a current access summary, and optional grants for the wider project, specific roles, or specific users.

SummaryWhat It Means
Anyone in projectAny signed-in member of the project can open the file
RestrictedOne or more roles or users have been granted access
Owner onlyOnly the file owner can open the file unless an admin-level actor has file-access authority

Access grants can allow Access for viewing, previewing, and downloading, or Edit for file changes. File owners, project owners, organization admins, super admins, and users with MANAGE_FILE_ACCESS can manage file policies.

Changing Access ​

  1. Select a file
  2. Click Change access (or use the file actions menu)
  3. Add Anyone in this project, a role, or a user
  4. Choose whether each grant has Access, Edit, or both
  5. Click Save access

Storage Quota ​

Your project has a storage quota:

Checking Usage ​

  • The storage indicator shows used vs. total
  • Color coding:
    • 🟢 Green: Plenty of space
    • 🟡 Yellow: Over 70% used
    • 🔴 Red: Over 90% used

Managing Space ​

Free up space by:

  • Permanently deleting from Trash
  • Removing unused files
  • Moving large files to external storage

Integration with Other Tools ​

Files integrates throughout On Book Pro:

ToolIntegration
FeedAttach files to posts
SoundImport audio files
Set BuilderImport floorplans
CostumesAttach reference images
PropsAttach reference images
NotesReference attachments

Universal File Picker ​

When attaching files in other tools:

  1. Click the attachment button
  2. Choose From Repository
  3. Select from your project files
  4. Files link without re-uploading

Repository-linked images in Props and Costumes remain tied to Cloud Files. On Book Pro requests a fresh preview URL when displaying those images, so restricted files still follow the file's current access policy.

Tips for Success ​

emoji_objects Organize early — Set up folders before uploading

emoji_objects Name clearly — Descriptive names save time

emoji_objects Use versioning — Upload newer versions rather than renaming

emoji_objects Mark offline — Cache critical files before going to venue

emoji_objects Watch your quota — Clear old files when storage is low

Video Tutorial ​

Video walkthrough: planned.

Last updated: May 1, 2026