provides a central, secure location to store and organise all project-related files. This allows tourism operators to easily share itineraries, contracts, and marketing materials with their team, ensuring everyone has the most up-to-date information to deliver exceptional guest experiences. Centralised file storage also creates a clear record of project assets.
Accessing this feature
To access the Project File Storage section for any specific project:
Go to Projects.
Select the project you wish to manage files for.
Click the Files tab within the project's detail page.
How to use it
The Project File Storage interface is designed for intuitive uploading, organisation, and retrieval of project assets.
Uploading Files:
Go to the Files tab for your selected project as described in the "Accessing This Feature" section.
Click the Upload Files button, typically located at the top or side of the file management interface.
Alternatively, drag and drop files directly into the designated upload area within the browser window.
A file explorer window opens. Browse your local device and select the files you wish to upload. Select multiple files simultaneously.
After selecting your files, click Open or Upload in the file explorer.
A progress indicator displays the upload status for each file.
Once complete, the files appear in the current folder view.
Overwriting Existing Files (Version Control):
If you upload a file with the exact same name as an existing file, the system prompts you. Choose to upload it as a new version, preserving the previous iteration, or rename the new file. Using the version control mechanism is highly recommended to maintain a comprehensive history of document revisions.
Organising Files:
#### Create New Folders:
Click the New Folder button.
A text field appears, allowing you to name your new folder.
Press Enter or click outside the field to create it. This helps categorise your files logically.
#### Move Files and Folders:
To relocate a file or folder, select it by clicking its checkbox. Then, click the Move button, or drag and drop it into the desired destination folder. A dialogue may appear asking you to confirm the move.
#### Rename Files and Folders:
Select the file or folder you wish to rename.
Click the Rename icon (often represented by a pencil) or right-click the item and select Rename.
Type the new name and press Enter.
#### Delete Files and Folders:
To remove an item, select it using its checkbox and click the Delete icon (often a rubbish bin). A confirmation prompt appears, as this action is irreversible. Exercise caution when deleting files or folders, especially those shared across the team.
Search and Filter:
Use the search bar at the top of the file management area to quickly locate specific files or folders by name. Filtering options, if available, may allow you to refine your view by file type, upload date, or user.
File Previews:
Directly view common file types (e.g., PDFs, images, office documents) within the browser without needing to download them.
Tips
Implement Consistent Naming Conventions: Establish and enforce a clear, logical naming convention for all files and folders (e.g., YYYYMMDD_ProjectCode_DocumentName_Version.ext). This consistency significantly improves searchability and reduces confusion, particularly in collaborative environments.
Develop a Logical Folder Structure: Before uploading numerous files, plan and create a hierarchical folder structure that logically categorises all project assets. Group related documents together (e.g., by phase, department, or document type) to ensure intuitive navigation.
Use Version Control Effectively: Always upload updated documents as new versions rather than overwriting existing files. This preserves a complete traceable trail of changes, allows for rollbacks to previous states, and prevents loss of critical information.
Regularly Review and Archive: Periodically review your project files to identify outdated or redundant documents. Archive or delete unnecessary files to maintain a clean, efficient workspace and ensure that team members are always accessing the most current information.
Optimise File Sizes: Before uploading large media files or documents, consider optimising their size without compromising quality. Smaller file sizes lead to faster upload/download times and more efficient storage use.
Communicate Access Protocols: Ensure all project team members are aware of the file management protocols, including where to find specific documents, how to upload new ones, and who is responsible for maintaining different sections.
Sync Local Copies Wisely: If working with local copies, establish a clear routine for syncing them with the platform. Always ensure the platform holds the definitive, most current version of any document to prevent discrepancies and ensure team alignment.
Need help?
For further assistance, contact us at [email protected]