Files: your store's own file library

Content › Files is your store's own place for files: product photos, banners, price lists, courier receipts, invoices, exports, a zip from your designer. Everything is in one list, with a small picture for photos, and every file has a link you can copy and paste anywhere (a message to a customer, your shop's page, an email).

Upload

Press Upload and choose what you are adding. You can also simply drag files or whole folders from your computer onto the page and let go.

• Files - pick one or many files of any kind. Pictures get a small preview picture in the list.
• Folder - pick a folder on your computer. It is copied with all its sub-folders, so the same structure appears in Files.
• Zip and unpack it - pick a .zip. Its contents are opened into a new folder named after the zip, and the zip itself is not kept.

A small box in the corner shows each file's progress. Three files go up at a time, and you can keep working on the page. If a file with the same name is already in the folder, the new one is kept as name (2).jpg; nothing is overwritten. To put a new version in place of an old one, use Replace (below).

Who can see a file

Every file and folder says who in your store can see it, with a small label on its row:

• When you upload, the Upload menu has Who can see what you upload. It starts on Same as this folder; at the top level that means Admins.
• To change it, use the row's ⋯ menu › Who can see…, or tick several and press Who can see. Inside a folder, the label at the top shows the folder's setting with Change. Files and folders inside that had the folder's setting follow it; anything given its own setting keeps it.
• Only the person who added it, or an admin who can see it, can change who sees it.
• Moving a file or folder can change who sees it (it may take on its new folder's setting), so the same rule applies to Move: the person who added it, or an admin. A folder that holds things other people added can only be moved by an admin.
• A folder you cannot see hides everything in it: from the list, the search, the counts, zip downloads and the Choose from your Files window. Someone who cannot see everything inside a folder cannot delete that folder, and their Empty the trash removes only what they can see.
• Files and folders added before v80 start as Admins. Staff see only the ones they added themselves (and not those inside a folder they cannot see) until an admin chooses Everyone.

Copy a link

Hover a file and press the link button at the right end of the row (on a phone the button is always there). The link is on your clipboard. Open a file and press Copy to do the same from the details window. Tick several files and press Copy links to get one link per line.

Good to know about links:

• Anyone who has the link can open the file - they do not need to log in. Share links only with people who should see the file.
• The link stays the same when you rename the file, move it to another folder or replace it with a new version.
• When you delete a file its link stops working ("This file was deleted"). If you restore it from the Trash, the same link works again.
• Web pages and scripts (html, svg, php and similar) are never shown inside Order Tracker: opening their link only downloads them.

Open a file

Click a file's name to see its details: a preview (pictures, videos, sound), type, size, who added it and when, which folder it is in, and its link.

• Rename - the pencil next to the name. The file keeps its link.
• Replace - choose a new file. The old one is swapped for it, in the same place and under the same link, and the old bytes are removed.
• Download and Open (opens in a new tab when the browser can show that kind of file).
• Move - pick the folder it should go to.
• Unzip here - for .zip files already in the library: opens it into a new folder next to it and keeps the zip.
• Delete - moves it to the Trash (see below).

Folders

Press New folder to make one inside the folder you are in. Click a folder to open it; the path at the top (Files › Product photos) takes you back up, and so does your browser's Back button. Folders can be renamed, moved into other folders and deleted from the ⋯ menu of the row. Deleting a folder moves everything inside it to the Trash with it. Folders can go eight levels deep.

Search, filter and sort

Type in the search box to find files and folders by name in every folder at once; each result shows which folder it is in. Narrow it down with the filters, and combine them freely:

Sort from the box at the top right (newest, oldest, name A to Z or Z to A, largest, smallest, type) or by pressing the column headings File name, Date added and Size; press a heading again to flip the order. When there are more than 50 items, use the arrows under the list to go to the next page.

Select several

Tick the boxes (hold Shift and tick a second box to select everything between), or tick the box in the heading to select the whole page. The bar that appears gives you:

• Copy links - one link per line.
• Who can see - Only me, Admins or Everyone for all of them at once.
• Download as zip - folders keep their structure inside the zip. A very large selection is split into parts (about 120 MB or 400 files each); a window lists the parts so you can download each one.
• Move and Delete.

The Trash

Deleted files and folders wait in Trash (the button at the top right) for as many days as your store's trash is set to keep things (30 by default), then go for good. From the Trash you can Restore items, Delete for good, or Empty trash. Items in the Trash still use space until then. This is separate from Records › Trash, which holds deleted claims, orders and batches.

Choose a file from Files

Wherever you would normally pick a file from your computer to upload to Order Tracker, a small button under the box says Or choose from your Files: Bulk Upload Order Lists, Return receipt photo, Restore from Backup and Upload Shipment Report. A window lists your Files with a search box; files that are the wrong kind for that box (for example a photo where a .csv is needed) are greyed out. Pick the file and press Use this file. It is put in the box exactly as if you had chosen it from your computer, so the rest works as always.

Save a copy to Files

When Order Tracker gives you a file to download (an Export CSV, or Download selected (.zip) in Batches & files), a small bar appears for a few seconds: Save to Files. Press it and a copy is kept in the Exports folder. Nothing is saved unless you press the button.

Space

The line under the list shows how much space your Files and claim photos and videos use together, and how much your plan includes. If an upload would go over the plan, Order Tracker tells you and does not upload it: delete what you no longer need (then Empty the trash, because the Trash still counts) or upgrade under Settings › Plan & billing. The platform also sets the largest size of a single file (usually 200 MB). On a store whose subscription is paused you can still look at, copy links of and download files, but not change anything.

Who may do what

Managers have all three. Dispatchers, bookers and claims agents can see and upload; viewers can only look and copy links. Owners can change this under Settings › Users and permissions: Users and permissions.

If Files is not in your plan

Files is part of some plans only. If yours does not include it, the page shows Upgrade to use this with a See plans button. If you already have files when that happens (for example after moving to a smaller plan), nothing is deleted: you can still open the page, copy links and download, the links you shared keep working, and you can add or change files again as soon as the plan includes Files. See What your plan includes.

If Files is not in your menu

Either you do not have the permission Files: see files and copy their links (ask an owner), or the platform has not switched file storage on yet (File storage for all stores).