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File Manager

The File Manager is your firm's home for every file in FileOnion — documents clients submit through requests as well as files your team uploads directly. This guide covers organizing, previewing, and managing those files.

What lands here

Two kinds of files appear in the File Manager:

  • Files collected through requests — everything your clients upload, carrying their review status (for example Approved or Rejected).
  • Direct uploads — files and folders your team adds straight to the File Manager.

The left side of the page groups files into sections, each with a count:

  • My Files — your active files and folders.
  • Deleted Files — items moved to trash.
  • Archived Files — items you archived to reduce clutter.
  • Approved — client files that have been reviewed and approved.
  • Rejected — client files that were declined during review.

Files you mark as favorites appear in a Favorites strip above the list for quick access.

Folders and organizing

Click Add new folder, give it a name, and click Add. Open a folder by clicking it; a breadcrumb trail at the top takes you back up the hierarchy.

Note

Files cannot currently be moved between folders after upload. To keep things tidy, open the destination folder first, then upload into it. For everything else, use favorites, archiving, and tags to keep the list manageable.

Grid and list views

Use the view toggle to switch between a grid of file cards and a list table. The list view shows Name, Last Modified, Size, Status, and Tags for each file. Your choice is remembered the next time you open the File Manager.

Searching

Type in the Search files box to filter the current section or folder by file name. Results narrow as you type.

Uploading files

  1. Click Upload.
  2. Drag and drop files into the drawer, or click to browse.
  3. Review the list — remove any file you added by mistake.
  4. Click Upload.

You can add up to 10 files per batch. Individual file size limits depend on your plan — see Billing.

Checkpoint

Your files appear in the current folder under My Files, ready to preview, tag, and organize.

File operations

Open a file's context menu (or select files and use the toolbar) for these operations:

  • View file — open the file in the previewer (folders show Open instead).
  • Add to fav / Remove fav — pin the file to the Favorites strip. You can also click the star icon.
  • Rename — change the file or folder name.
  • Sync to dropbox — copy the file to your connected Dropbox account. See Integrations.
  • Archive — move the item to Archived Files. Use Unarchive there to bring it back.
  • Download File / Download Folder — save a copy locally.
  • Move to trash — send the item to Deleted Files, where you can later Restore it or Delete it for good.

Selecting multiple files enables bulk actions in the toolbar: archive, delete, or download the selected items together. A refresh button re-fetches the latest records.

Previewing files

Click View file to open the full-screen previewer. It shows one file at a time with a counter (for example "2 of 6") so you can step through a set. Depending on the file type you can zoom, print, scroll through pages (PDFs), and download. Supported types include common images (JPEG, PNG, GIF, WebP, BMP, TIFF, SVG), PDFs, and office documents (Word, Excel, PowerPoint, CSV, text, HTML). Unsupported types show a "Preview Unavailable" message — download the file to view it locally.

AI summaries and classification

For supported types — images (JPEG, PNG, WebP, GIF, BMP, TIFF) and PDFs — FileOnion can summarize and classify a document for you:

  1. Open the file in the previewer and switch to the Details tab.
  2. Click AI Summary (beta).
  3. A Summary and suggested Tags are generated. Edit either and click Done to save.

Tags appear in the list view, making classified documents easier to scan.

Who can see a file

Files collected through a request inherit that request's visibility. If a request is limited to a team, kept private, or shared with specific people, only those people can open or download its files — a teammate without access to the request will not be able to open the file. Owners and Admins can access all files. See Teams & Sharing for how visibility works.

Comments on files

The previewer includes a Comments tab in its sidebar. Use it to discuss a file with your team — for example, to note why a document was declined or what is missing. Participants are notified of new comments.