---
url: "https://docs.on-book.app/pro/user/features/files.md"
description: "Manage your production's documents, media, and assets in one place."
---

# 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](../../assets/screenshots/files/files-hero.png)

## 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** — Team members access the same files

***

## 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

| Area | Purpose |
|------|---------|
| **Breadcrumbs** | Shows current folder path |
| **Toolbar** | Upload, new folder, view options |
| **File Browser** | Grid or list of files and folders |
| **Preview Panel** | Preview 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.

***

## Navigating Files

### 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:

| View | Best For |
|------|----------|
| **Grid** | Visual browsing with thumbnails |
| **List** | Detailed 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](../reference/data-retention.md).

***

## 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 Visibility

Files can have different visibility levels:

| Level | Who Can See |
|-------|-------------|
| **All** | All project members |
| **Admin Only** | Admins and owners only |
| **Owner Only** | Only the uploader |

### Changing Visibility

1. Select a file
2. Click **Permissions** (or right-click)
3. Choose visibility level
4. Click Save

***

## 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:

| Tool | Integration |
|------|-------------|
| **Feed** | Attach files to posts |
| **Sound** | Import audio files |
| **Set Builder** | Import floorplans |
| **Costumes** | Attach reference images |
| **Props** | Attach reference images |
| **Notes** | Reference 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

***

## 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.

***

## Related Guides

* [Features Overview](./overview.md)
* [Sound](./sound.md) — Audio file management
* [Data Retention & Deletion](../reference/data-retention.md)

***

*Last updated: May 1, 2026*