FILES: Files Toolkit
Learn to organize, share, and manage files across Unificus using folders, permissions, and storage.
What is the Files Toolkit?
The Files module provides dedicated storage space within Unificus for uploading and organizing documents. You may upload any file type or size, provided it remains within your account’s File Space allocation.
You can distribute files to Clients, Prospects, and any internal platform Role (Freelancers excluded). Supported formats include PDFs, HEIC, images, videos, and more.
By default, all users except those with the Freelancer Role can access the Files menu and contribute uploads.
Accessible folders and available actions vary depending on the logged-in user’s Role. You can also restrict which Roles may share files, control email Notifications when Contacts upload files, and customize other options.
TIP: Preview files by selecting their name. Previewable formats: pdf, docx, xlsx, pptx, jpeg, jpg, png, mp4, ogg, webm, wav, heic, and flac. Other file types will download instead.
How do I navigate the Files Toolkit?
Your Files Toolkit includes pre-built special folders ready to organize content. Navigate between them using breadcrumbs—visible at the top—to track your location and folder hierarchy. Click any breadcrumb to return to previous folders or the home screen. An icon lets you jump to the parent folder.
Use the Search bar to locate files or folders within your current directory. Results appear instantly as you type.
Sort options appear via an icon, allowing you to arrange by name or file type.
An icon lets you filter to display files only, folders only, or both within the current location.
How do I configure settings in the Files Toolkit?
Access configuration by clicking the settings icon.
A modal window opens where you adjust notifications, sharing restrictions, and additional preferences.
File Storage Quota: A progress indicator displays current usage and available capacity.
Manage who receives Notifications: Select which internal Roles get emailed when a Contact uploads a file, or disable notifications entirely.
Manage when Notifications are Sent: When files go to a folder shared with a Contact, you may email that Contact. Selecting “Always Ask” prompts you to decide each time you share.
IMPORTANT: Once storage reaches its limit, uploads stop. Delete files to reclaim space.
Office Managers normally have restricted access to Client and Company Files, but you can grant full permissions here. You may also set per-Role permissions for various file and folder actions involving Clients and Prospects.
File Transfer: Customize the “Friendly URL” displayed on the page where users download transferred files.
CLICK HERE to learn about File Transfers
How do I share/access files with Clients/Prospects?
When adding a new Client or Prospect to Unificus, the system automatically creates a folder in Contact Files. Similarly, each Company receives a folder in Company Files.
Select the Contact or Company name to reveal these folders:
Contact View
Company View
Private Files: Hidden from Contacts; store internal files here.
Shared with Contact/Company: Files placed here automatically reach the Contact.
Submitted by Contact/Company: Files from Forms, FLOWs, Projects, or File Requests appear here, organized by type in subfolders.
Uploaded by Contact/Company: When Contacts upload to their default folder, files appear here for your access.
Target File Cabinet: The folder structure for Upload and Download Blocks.
How do I share/access files with Staff?
Adding a Staff Member automatically generates a folder in the Staff member’s Files area.
Staff View
Private Files: Hidden from the Staff Member; upload internal files here.
Shared with Staff: Files here automatically reach the Staff Member.
Uploaded by Staff: When the Staff Member uploads to their default folder, files appear here for your access.
Target File Cabinet: The folder structure for Upload and Download Blocks.
How do I find files related to Projects & Tasks?
From your Files home, open the Projects folder.
Each new Project created in Unificus gets its own subfolder here.
CLICK HERE to learn about Projects
At a glance, see the assigned Client’s name, uploaded file count, and Task count.
Each Project folder contains three sections:
Private Files: Hidden from Contacts; store internal files here.
Public Files: Both you and Contacts can view and upload files here.
Tasks: Contains subfolders for each Task. Files from the Task module appear automatically, and you may manually add files to these subfolders.
CLICK HERE to learn about Tasks
Where do I find files for File Requests?
When creating a File Request without specifying a custom upload folder, files land in the File Requests folder.
CLICK HERE to learn about File Requests
Subfolders are named after the File Requests you created.
Quickly view each request’s deadline, submission count, and total files.
How do I manage my Folder Generators?
Navigate to the Folder Generators folder to create or modify a Folder Generator.
This feature lets you design a folder and file structure that auto-generates within a Contact’s Shared Folder.
CLICK HERE to learn about Folder Generators
When you create a Package for a File Transfer, Unificus generates a folder in File Transfers.
CLICK HERE to learn about File Transfers
Subfolders are named based on your Package naming.
Review when the File Transfer was sent, file count, deadline, link clicks, and download frequency all at once.
How do I manage my embedded images?
Images uploaded directly into content (Portal Pages, Proposals, Documents, etc.) automatically save to the Media folder.
For example, uploading an image to a Single Image Block on a Portal Page stores it here.
This specialized folder accepts image formats only (JPG, PNG, GIF, etc.). Manually uploading files here lets you access them platform-wide instead of uploading from your device each time.
IMPORTANT: Deleting an embedded image breaks its appearance in active content.
What happens when I delete files?
Deleted files move to the Recently Deleted folder for 30 days and do not count toward Storage Usage.
IMPORTANT: After 30 days, deleted files become permanently removed. Check this folder regularly to recover accidentally deleted items.