Images, documents and other files that flows can send to contacts. Uploaded once
here, referenced from anywhere.
The library
Files are organised in folders: the tree on the left opens one, All files is
the root. Upload files adds them; New folder organises them. Opening a file
shows a preview (images, video, audio and PDF), its details and where it is used,
with a Download button.
Each file shows its type, name, size, when it was uploaded — and
Used in. Tick several files to move them to another folder or to the trash at
once.
What can be uploaded
Up to 20 files at a time, each no larger than the size shown in the upload dialog
(100 MB by default, less when the server accepts smaller requests). The file’s
real content decides its type, not its extension. Accepted: images (JPEG, PNG, GIF,
WebP, HEIC/HEIF, AVIF, BMP, TIFF), video (MP4, MOV, WebM, MKV, AVI, 3GP), audio
(MP3, OGG, WAV, M4A/AAC, FLAC), documents (PDF, Word, Excel, PowerPoint,
OpenDocument, RTF, plain text, CSV, JSON) and archives (ZIP, 7z, RAR, gzip). SVG and
HTML files are refused. A file outside these limits is refused with a message; the
files uploaded before it stay.
Used in is the column that matters
It lists where the file is referenced. That is what turns the library from a
folder into something safe to tidy.
Before deleting anything, read Used in. An empty value means nothing points at
it; anything else is a list of things that would break.
Trash, restore and delete permanently
Move to trash hides a file from the library and keeps its bytes. Show the trash
with the Trash filter; from there a file can be restored or deleted
permanently, which also frees its storage.
A file that is used somewhere can be moved to the trash — the dialog says where
it is used — but a flow that sends it fails on that step until the file is
restored. Deleting it permanently is blocked while references exist, because
the alternative is a flow that sends a broken attachment to a contact and nobody
finding out until they complain.To remove such a file for good, first change whatever references it.
Uploading once, sending many times
A file lives in the library, and flows reference it. Changing the file changes
what every flow referencing it sends — which is usually the point.
That also means the same file uploaded twice is two files, tracked separately.
Where a document is genuinely shared, reference the one copy rather than
uploading it per flow, or updating it later becomes a hunt.
Storage space
An account can have a limit on how much media it stores. The limit counts the real
size of the stored files, and a file that appears twice is counted once. Files in
the trash still count: their bytes stay until the file is deleted permanently.
When a file does not fit, it is not saved and you see why, with the space used,
the limit and the size the file needs. Delete files you no longer need
permanently (from the trash) to make room; deleting a file normally moves it
to the trash and frees nothing.
Folders
Folders are organisational only: they change where a file is found, not what may
use it. Any flow can reference any file regardless of folder. Folders nest up to
ten levels deep.
Deleting a folder deletes only the folder: its files (those in the trash too) and
its subfolders first move to the folder you choose, or to the root. Nothing inside
it is deleted.
Access
Viewing the library and changing it are separate permissions. Someone can be
given the ability to use existing files in flows without the ability to upload or
delete — see Roles and permissions.