Storage

How to see how much storage your company uses, find and open every stored file, delete files to the bin, bring them back, and what happens when the storage gets full.

What it is for

Every photo, drawing, document, certificate, logo and AI chat file your company uploads takes up storage. Storage is the one place where you see all of them, how big they are and which record they belong to.

Use it to:

• see how much of your storage is used,
• find the biggest or oldest files,
• delete files you no longer need,
• bring back a file that was deleted by mistake.

Open Settings, then Storage.

Who can use it

Opening a file from this page needs the same right: only an owner or admin of your company can open it.

The AI assistant can tell an owner or admin how much storage is used. It cannot delete a file, restore a file or empty the bin. Only a person can.

The menu badge

Beside Storage in the menu there is a small badge with the used size, for example "282 MB". When your company has a storage limit it shows used and size, for example "282 MB / 5 GB".

Only owners and admins see the badge. It is refreshed after every file change, and at least every 10 minutes.

The usage bar

The top of the page shows one line such as "282.4 MB of 5 GB used (6%)", with the number of files on the right, and a bar under it.

Under the bar it says Deleted files in the bin still count until the bin is emptied.

If no size is known at all, the line shows only the used size, for example "282.4 MB used", and no bar.

Your storage size

Your storage size comes from your plan. See Storage limit on the plans page. FSMCore can also give one company its own size. Then that size is used instead of the plan's.

If your plan has no storage size, the bar measures against 5 GB. That figure is shown only: nothing is refused and no warning is sent because of it.

When your company has a storage limit:

• the menu badge shows used and size,
• you get warnings at 80% and 95%, see Warnings,
• new uploads are refused at 100%, see When storage is full.

Nothing is ever deleted automatically because of the limit. Files in the bin still count.

Sections

Under the bar there is a row of cards. Each card shows a size and a number of files, except Largest files. The size and the number on All files are the files in its list, so the bin is not in them. When the bin holds files, the card has one more line, for example "plus 3 in the bin (1.2 MB)". The usage bar counts the bin too. Press a card to show its files in the list below. The chosen card is highlighted and kept in the page address, so you can bookmark it.

Your company logo is a stored file too. It is listed under Company with the name "Logo". When you replace or remove the logo, the old one goes to the bin.

AI chats

Files you upload into an AI chat belong to that chat. They are listed under AI chats and they count in your company's storage. They are not job files, unless you approve the assistant's card to save them to a job. An owner or admin can open every chat file from this page, also a file of another person's chat. The Belongs to column says whose chat it is, for example "AI chat of Anna Admin: Quote for the school". Only your own chat is a link: another person's chat cannot be opened from here.

When a person deletes a chat, its files are removed with it, at once. They do not go to the bin.

A chat file deleted on this page goes to the bin like any other file, and it leaves its chat at once. The assistant can no longer list, read or search it, and it is not sent with a message again. In the chat, the message it came with says "(1 deleted in Storage)" after the number of files. What the assistant already wrote about the file stays in the chat. Restore in the bin gives the file back to its chat. Only a person can delete a file here: the assistant cannot.

A file uploaded into a chat is refused when your storage is full. See When storage is full.

What is listed

The page lists every file your company has stored:

• photos, drawings and documents on jobs, sites and clients,
• receipts on job costs,
• snag and damage photos,
• completion photos and signed completion reports,
• signatures on sign-offs,
• certification files of people,
• the company logo,
• files uploaded into AI chats.

Some files do not keep the name they were uploaded with. They are named after their record instead. A certification file is named after its type and the person, for example "Safe Pass - Wayne Worker.jpeg". A signature is named "Signature of" and the name of the person who signed.

A certification file counts for the company it was uploaded in.

Every night FSMCore checks that no stored file is missing from this page. A file that is missing is added, and a missing size is filled in. Nothing is moved or deleted by that check.

The list

The list shows the files of the card you chose. Its heading is the name of the card.

The newest upload is first. In Largest files the biggest file is first. In the Bin the file deleted last is first. You can show 25, 50 or 100 files per page.

An empty list says No files here and "Files uploaded to jobs, sites, snags, people and AI chats show up here." An empty bin says The bin is empty.

Columns

Search

The search box above the list looks in the file name. You do not need the exact spelling: words in any order and small typos still find the file.

Filters

A good way to free space: choose Largest files, then filter Record status to Job finished (completed, invoiced or paid) and Older than to 1 year.

Row actions

The ⋮ menu on a row has:

Bulk actions

Tick several files, then choose from the bulk actions menu:

Open a file

1. Find the file in the list.
2. Press its name, or open the ⋮ menu and choose Open.

The file opens in a new browser tab. This works for files in the Bin too. Only an owner or admin of your company can open a file this way, and only your own company's files.

Delete a file

1. Find the file in the list.
2. Open the ⋮ menu on its row and choose Delete.
3. A window asks Move to the bin? and says: "It goes to the bin for 30 days and still counts until then. Its record stops showing it at once."
4. Press Move to the bin.

You see Moved to the bin and "Restore it from the bin within 30 days."

The file leaves its record at once. A photo deleted here no longer shows on its job. Your used storage does not go down yet: the file still counts until it leaves the bin. To free the space now, see Empty the bin.

For a file with a lock icon, see Locked files.

Delete several files

1. Tick the files in the list.
2. Choose Delete selected from the bulk actions menu.
3. A window asks Move the selected files to the bin? and says: "They go to the bin for 30 days and still count until then. Their records stop showing them at once."
4. Press Move to the bin.

You see how many files were moved, for example "12 files moved to the bin". If some files could not be deleted, the message also says "Kept:" and their names.

Locked files

Some files are evidence. They show a lock icon beside the name. These files are locked:

• the fixed photo of a snag,
• evidence of damage (the photo taken when damage was reported),
• a completion photo on a job,
• the signed completion report of a job,
• the original file kept on a crew invoice that is past draft,
• the signature on a sign-off.

See also Locked photos on the Snags page.

You can still delete a locked file, but FSMCore asks a second time:

1. Choose Delete on the file. The window asks Delete a locked file? and starts with "This file is" and the reason, for example "This file is the fixed photo of snag S-03 on job Unit 4 fit-out."
2. Tick Yes, delete it although it is ... (the box repeats the reason). The box must be ticked.
3. Press Move to the bin.

Without the tick the window does not go on and the file is not deleted.

When you use Delete selected and some ticked files are locked, the window shows one more tick box: Also delete the ... locked files: followed by their names and reasons (up to five names, then "and more"). Under it: "Leave this off to delete only the files that are not locked." Leave it off and the locked files stay, named after "Kept:" in the result.

A signature is the one exception: it cannot be deleted at all on its own. See Common mistakes.

The bin

Press the Bin card to see deleted files. The list says: "Deleted files stay here for 30 days and still count until they are removed. Restore brings a file back to its record."

How the bin works:

• A deleted file stays in the bin for 30 days.
• It still counts in your used storage while it is in the bin.
• Its record stops showing it at once.
• Every night, files whose 30 days are over are removed for good. The Deleted column shows that date after "Removed".
• A few old files show "Kept until the bin is emptied" instead of a date. They stay until you press Empty bin now.

Files do not only get here from this page. A photo or file deleted on its own record (a job, a site, a client, a snag) also goes to the bin. So does the old logo when you replace or remove it. See Delete on the Photos and files page.

Restore a file

1. Press the Bin card.
2. Open the ⋮ menu on the file and choose Restore.

You see Restored and "The file is back on its record." The file shows on its job, site, snag or person again.

If the file cannot go back you see Not restored and the reason. See Common mistakes.

To restore many at once, tick the files and choose Restore selected from the bulk actions menu. The result says how many went back, for example "4 of 5 restored".

Empty the bin

Emptying the bin frees the space at once. It cannot be undone.

1. Press the Bin card.
2. Press the red Empty bin now button above the list.
3. A window asks Empty the bin now? and says: "Every file in the bin is removed for good. This cannot be undone."
4. Press Empty bin.

You see how many files went, for example "8 files removed for good".

Warnings

When your company has a storage limit, owners and admins get a notification (the bell) as the storage fills up:

Each notification has a button Open Storage that opens this page.

Each level rings once. The bell rings again only after your usage has fallen below 80% and then climbs back. The check runs when a new file is stored. No email is sent for these warnings.

When your company has a storage limit, the Storage page itself also warns. From 80% it says, in amber under the bar, "80% used. Delete files you no longer need, or upgrade." (with the real percentage). At 100% it says, in red, "Storage full: clean up in Settings > Storage, or upgrade."

When storage is full

When your company has a storage limit and an upload does not fit in what is left, the upload is refused with:

"Storage full: clean up in Settings > Storage, or upgrade."

This is the same everywhere a file can be uploaded: photos, drawings and files on jobs, sites, clients and snags, receipts, certification files, the company logo, and files in an AI chat. The assistant's card that saves chat files to a job is refused with the same sentence.

Nothing is deleted for you. To make room:

1. Open Settings, then Storage.
2. Delete files you no longer need. See Delete a file.
3. Empty the bin, because files in the bin still count. See Empty the bin.

Or choose a bigger plan on the Billing page.

How space is counted

Large photos are made smaller. A JPEG or WebP photo that is more than 2560 pixels on its long side is scaled down to 2560 pixels when it is uploaded. The original is not kept. A phone photo stays sharp enough for a report, and takes far less space. Other files are stored exactly as uploaded: PNG and HEIC photos, PDFs, videos, photos that are already small enough, and very large photos of more than 60 megapixels. The company logo is never scaled down.

The same file is stored once. If the very same file is uploaded twice in your company, for example the same photo on two jobs, it is stored once and counts once in your used storage. Each record still shows it. The space is freed only when the last record that uses it has let go of it and it has left the bin. The logo is the exception: it is always stored on its own.

The bin counts. A file in the bin counts until it is removed for good.

Backups

A second copy of every stored file is made each night. That includes files uploaded into AI chats and the original files kept on crew invoices.

What happens after

• A deleted file leaves its record at once and waits 30 days in the bin.
• After 30 days it is removed for good, without a message.
• A restored file is back on its record at once.
• The menu badge and the usage bar follow every change.
• Deleting, restoring and emptying the bin send no email and ring no bell.
• The only notifications from this page are the storage warnings at 80%, 95% and 100%.

Common mistakes

I deleted files but the used storage did not go down. Deleted files are in the bin and still count for 30 days. Press the Bin card, then Empty bin now.

"A signature is part of its sign-off and cannot be deleted on its own." A signature belongs to the sign-off of a job. It cannot be deleted from Storage. You see Not deleted with this sentence, and in a bulk delete the signature is named after "Kept:".

"The record this file belonged to no longer exists." You tried to restore a file whose record is gone for good. The file cannot go back. You can still open it from the Bin and save a copy before the bin is emptied.

"Its record has a newer file now, so this one cannot go back." The record holds one file and it has a new one now, for example a new logo. Remove the newer file first, then restore the old one.

"The file could not be saved. Please try again." The upload did not reach the storage. Upload the file again.

"Storage full: clean up in Settings > Storage, or upgrade." Your storage limit is reached. See When storage is full.

The menu badge shows a different size than the page. The badge shows a rounded size and may be a few minutes behind. The page always shows the exact figure.

I cannot find Storage in the menu. Only owners and admins see it.

A file I deleted from a chat or a job is not in the bin. A file of a deleted AI chat is removed with the chat and never goes to the bin. A photo deleted on a job is in the bin for 30 days: look under the Bin card and use the search.