WRAPTORHelp & Docs

Files — every job's photos and documents, in one searchable place

Who it's for

Everyone on the team ends up touching Files. A designer uploads artwork and references, production and installers snap install and completion photos from the shop floor, and an owner or manager uses the Files browser to find any document across every job — "where's that PDF the customer sent for the Henderson van?" — without digging through each job one by one. It's your shop's shared filing cabinet, organized automatically by job.

Where it fits

Files lives in your Creative & files area and threads through the whole job lifecycle — design artwork early on, install photos during production, completion shots at the end. Files don't float on their own: every file is attached to a job, so the job record is where you add and manage them, and the Files screen is the shop-wide lens that lets you search across all of them. See workflow-map.md for the lifecycle and personas.md for who works where.

Overview

Think of Files as two things working together:

  • On each job, a file area where you upload artwork, reference docs, and photos, tag them by type (Design, Proof, Install Photo, Completion Photo, Reference, Other), and pick which image is the job's cover thumbnail.
  • The Files screen (/files), a read-only, shop-wide browser that lists every file from every job, newest first, with a search box. Find a file, see which job and customer it belongs to, and jump straight to that job.

Everything is stored securely in the cloud. Images shot on an iPhone (HEIC) are converted to standard JPEGs automatically, so they open anywhere. The first image or PDF you add to a job automatically becomes that job's cover image on the board.

Screens & navigation

Files browser (/files) On mobile, reach it from the bottom navigation Files icon. (There's no dedicated Files link in the desktop top bar — on desktop you'll usually open files from within a job, or land here via a link.) The browser shows:

  • A search box — match by filename or by job number.
  • A list/table of every file: an icon for its type (image, PDF, or generic), the filename, size, category, the job and customer it belongs to, and when it was added.
  • Each row links to its job, where you can actually manage the file.

On the job record The file area on a job is where the real work happens: upload new files, choose a category, delete a file, and set or change the job's cover thumbnail. (See Jobs.)

Capabilities

Add files to a job

  • Upload documents and photos to any job and tag each with a category.
  • Snap inspection/install photos straight onto the job.
  • iPhone HEIC photos are converted to JPEG automatically.

Organize and present

  • The first image or PDF on a job becomes its board thumbnail automatically; change it any time.

Find files across the shop

  • Browse every file in one place on the Files screen.
  • Search by filename or job number.
  • Jump from any file to its job.

Import a quote from a PDF

  • Upload a supplier or customer quote PDF to a job and Wraptor will file it and try to read the line items into a draft quote for you (see Quotes).

What you can't do here

  • The Files screen is read-only — there's no rename, move, drag-into-folders, or bulk delete, and there are no folders at all. Files are organized by job, not by folder.
  • You can't store a file that isn't attached to a job. If you need to keep a document, attach it to the relevant job.

Step-by-step tasks

  1. Add artwork or a document to a job

    1. Open the job from the Jobs board.
    2. In the job's file area, upload your file and pick a category (Design, Reference, etc.).
    3. It's saved to the job and counts toward your shop's storage.

  2. Capture install or completion photos

    1. On the job (mobile is great for this), use the photo upload on the job record.
    2. Shoot or pick your photos — they're filed on the job as install/completion shots.

  3. Find a file across all jobs

    1. Open Files (mobile bottom nav) or follow a link to /files.
    2. Type part of the filename or the job number in the search box.
    3. Click the file's row to jump to its job and manage it there.

  4. Set a job's cover image

    1. The first image/PDF you upload becomes the cover automatically.
    2. To change it, open the job's file area and set a different file as the thumbnail.

  5. Turn a quote PDF into a draft quote

    1. On the job, upload the quote PDF.
    2. Wraptor files it as a reference and attempts to read its line items into a new draft quote for you to review in Billing.

Settings & permissions

Who can use Files

The Files browser is controlled by the Files permission. All four default roles — Manager, Designer, Production, and Installer — include it, so out of the box everyone on your team can open the Files screen. Only a custom role that's had the Files permission removed will be blocked from /files (and redirected to Jobs). Adding and managing files on a job happens through the job record, which follows your Jobs access.

Storage and your plan

Files count toward your plan's storage allowance. When you hit the limit, uploads will tell you storage is full — clear out unneeded files (from their jobs) or upgrade your plan. There's no separate purchase required to use Files itself.

Tips & common pitfalls

  • Files live on jobs. If you can't find a place to "just upload a document," that's by design — open the relevant job and add it there. The Files screen is for finding files, not storing loose ones.
  • No folders — use search and categories. Organization comes from the job each file belongs to plus its category tag, not a folder tree. The search box is your fastest path.
  • The first image becomes the cover. Upload your best "after" shot first, or set the thumbnail deliberately, so the Jobs board shows the image you want.
  • iPhone photos just work. HEIC/HEIF images are converted to JPEG on upload, so they'll display and download cleanly everywhere.
  • Deleting a job removes its files. Files are tied to their job — delete the job and its files go with it.
  • Watch your storage. Lots of high-resolution photos add up. If uploads start failing, check your storage usage against your plan.
  • No desktop nav link. On a computer you'll typically reach files through the job record; the dedicated Files browser is in the mobile navigation.
  • Jobs — where files are uploaded, categorized, and managed; the cover thumbnail shows on the board.
  • Studio — pull a job's photos into Studio to create showcase images.
  • Proofs — proof artwork is part of a job's file story.
  • Quotes — upload a quote PDF on a job to auto-create a draft quote.
  • Plans — your storage allowance lives here.
  • Workflow map — where files attach across the lifecycle.
  • Personas — who works with files.