This guide will help you understand and make the most of the file organisation features in Payaca. Here, you can learn how to create a clear folder structure to manage all your project-related files, such as images, documents, and forms.
Creating and Managing Folders
You can create a main folder or nest folders inside one another to build a structure that suits your workflow, such as for handover packs.
Navigate to the project you wish to organise and click on the Files tab.
In the top left, click the Create folder button.
Enter a name for your folder in the pop-up window and press OK or hit Enter.
Your new folder will appear in the navigation panel on the left.
Creating a Nested Folder
You can also create sub-folders for more detailed organisation.
Click on the parent folder in the left-hand panel where you want to create a new folder.
Once inside the parent folder, click the Create folder button again.
Enter the name for your nested folder and press OK. This will now appear indented under the parent folder on the left.
Adding Files to Folders
Once you have your folder structure, you can easily move files into them.
To see all your files, make sure you are in the main Files view by clicking Files at the top of the left-hand panel.
To move a single file, simply click and drag it from the main window onto the desired folder. You can drop it on:
The folder name in the left-hand panel.
The folder name in the path shown at the top of the file list.
To move multiple files, first tick the checkbox on one file to reveal checkboxes on all others.
Select all the files you want to move, then click and drag one of the selected files onto the target folder. All selected files will be moved.
Viewing and Navigating Your Files
The file manager includes several tools to help you view and find your files quickly.
Thumbnail View: Images are now shown as thumbnails so you can identify them without having to open each one.
File Previewer: Click on any image or file to open a preview. From here you can:
Use the arrows to tab through all the files in that folder.
Download the file using the button in the bottom right.
Switch to a full-screen view.
Navigation:
Click on any folder in the left-hand panel to view its contents.
To return to the top level and see all files, click the Files link at the top of the panel.
Other File Management Tools
The Files tab contains several other useful features to help you manage your documents.
Add File: Use the Add File button to upload new documents and images from your device.
Multi-File Actions: After ticking multiple files, you can not only drag them to a new folder but also use the options that appear at the bottom of the screen to Share them all at once.
Search and Filter: The search bar and filter options on the right-hand side still work as before, allowing you to quickly find specific files or file types (e.g., images only).
File Actions: Click the three dots on any file to access options to rename (including using the AI option), share, or delete it.
Load More: If you have many files, a Load More button will appear at the bottom, allowing you to view more files on the page.
Refresh: If a colleague is also working on the files, you can click the Refresh button at the top to see the latest changes.
Custom Forms: You can still access and use your templates for custom forms from this tab.
What's Coming Next?
To help you plan, we are also working on several enhancements for file management. While these features are not yet live, they are part of our development plan:
Table View: A list-based table view will be added as an alternative to the current grid view, which is ideal for organising many well-named files.
Folder Structure Templates: You will be able to load a pre-defined folder structure into a new job from your project templates.
Sharing Folders in the Portal: We are planning the ability to share entire folders with your clients in the customer portal. Any new files added to a shared folder will become automatically available to the client.
PDF Previews: We will be adding support for thumbnail previews of PDF files, allowing you to see their content at a glance, just like images.