Overview
The Files and media tab consolidates photos, documents, and other files associated with a client into one gallery. It collects attachments from notes and images from checklists so the team does not need to search individual jobs, visits, or other work records.
Files and media library availability
Files and media is available from the web app on the client’s profile.
Open Clients to access client files.
Access files and media from Fieldified
- Open Clients.
- Select the client.
- Open Files and media.
The gallery is organized by date. The total number of files appears beside All files.
Use the view controls to switch between:
- Grid view for quickly scanning image thumbnails.
- List view for reviewing file details.
User permission for files and media
Files and media has its own access permission.
Admins have access by default. Other users can open the gallery when their assigned role includes Files and media access and permission to view the client.
Review access in Roles and Permissions.
Add new files and media from Fieldified
Files populate the library automatically when they are connected to the client through:
- Attachments on client notes.
- Attachments on request notes.
- Attachments on quote notes.
- Attachments on job notes.
- Attachments on invoice notes.
- Images uploaded through checklists.
Add the file from the record where its context belongs. The gallery remains a consolidated view of the original attachment.
Filter files and media
Select a filter above the gallery, then choose the value.
Source
- Client.
- Requests.
- Quotes.
- Jobs.
- Invoices.
File type
- Image.
- PDF.
- Word document.
- Excel spreadsheet.
- Other file types.
Date
Filter by when the file was added.
Combine filters to narrow a client with a large file history.
View file details
Select a gallery item to open a larger view.
The detail view shows:
- Client: Client associated with the file.
- Source: Record where the file was added.
- Added: Date, time, and associated address.
- Added by: Team member who uploaded the file.
Use the source link to return to the job, note, checklist, or other record containing the original file.
Preview a PDF
PDFs can be previewed directly in the web detail view.
- Open Files and media.
- Select a PDF.
- Use the page controls to move through the document.
- Use the carousel arrows to move to other gallery files.
- Select the external-link action to open the PDF in a separate browser tab.
Download files
Download one file
- Open the client’s Files and media gallery.
- Select the file.
- Select Download.
Download multiple files
- Hover over a thumbnail.
- Select its checkbox.
- Repeat for every required file.
- Select Download.
The download action appears after at least one file is selected.
Use Select all to select the complete filtered gallery. Use Deselect all to clear the selection.
Frequently asked questions
Is there a storage limit for files and media?
The gallery stores the files associated with client records without a separate per-client gallery limit.
Can I download all files at once?
Yes. Download one file, select a group, or use Select all to download the complete current gallery.
Can I pull files from the library into a note or attachment on another item?
The library is a view-only gallery. It collects files from their original records but does not attach them directly to another item.
Download the file, then upload it to the new note or document when it needs to be reused.
What metadata is stored for each file?
Each file stores its client, source, upload date and time, associated address, and uploader.
Device-level metadata such as camera settings is not the operational metadata displayed in the library.
See Notes and attachments for adding files with record-specific context.