File Sharing
Share project files and release assets inside a Collab project, with review statuses, download tracking, and compliance-gated access.
Where File Sharing lives in a Collab project
Access File Sharing from your Collab project so your team can exchange footage, images, and deliverables in one place.
- Go to the Collabs hub at
/collabs. - Open a project at
/collab/{id}. - In the left sidebar, under Distribution, select File Sharing.
The File Sharing tab has two subtabs:
- Project Files — working files, dailies, references, and deliverables you exchange with collaborators.
- Release Assets — files tied to signed releases and compliance, such as approved exports you deliver to clients or platforms.
The File Sharing tab reflects the current project workflow and permissions. Basic collaborators see a view-only version, while Pro users on the project can upload and manage files.
Project Files subtab
Project Files is the main workspace for exchanging images, footage, and deliverables during production and post.
Layout and key elements
You see several consistent elements at the top of the Project Files subtab.
Account storage bar
The account storage bar shows how much shared storage your account is using across projects. Use it to understand when you are nearing limits so you can archive or remove old material.
Uploader (Pro-only)
Pro users see a resumable file uploader at the top of the list. Drag and drop or click to add files such as stills, clips, and exports.
Uploads use resumable transfers. Large files continue from where they left off if your connection drops, rather than restarting from zero.
If your account does not have Pro features, you see an upgrade prompt that links to /settings?tab=subscription instead of the uploader.
Filters, search, and sorting
Use the toolbar above the file list to quickly narrow down what you see:
- Search — filter by filename or tags.
- File type filter — limit the view to broad types (for example, images or video), or show all.
- Sort — adjust the order of files so recent uploads or key material are easier to find.
- Status filter — focus on files that are still being reviewed versus material that is already cleared.
These controls apply to the file list within the current workflow group (for example, Share Pictures vs. Share Footage) and help you focus on the material that matters right now.
Policy notice and expiration
A collapsible policy notice explains how long Project Files are retained and when they may be auto-deleted.
Project Files may expire and be automatically deleted after a short retention period (around 14 days). Always check the policy notice in the app for the current behavior before treating Project Files as long-term storage.
Use Project Files for active collaboration, and move final masters or archival material to your own long-term storage if needed.
File list and workflow groupings
The file list is grouped by workflow steps, such as:
- Share Pictures — image stills, reference photos, look ideas.
- Share Footage — clips, dailies, and takes for review.
Within each workflow group, files appear as cards with consistent metadata and actions so you can quickly scan, review, and download the right assets.
File card details
Each asset card shows:
- A preview or thumbnail (image frame or video still).
- Uploader details (who uploaded the file).
- Metadata:
- Filename
- File size
- Duration (for video)
- Resolution (for images or video)
- Version number and a version history control.
- Tags, which you can edit.
- A review status control.
- A comments drawer.
- A download button that generates a short-lived signed link.
- A downloaders list with timestamps.
Use these fields together to track what the file is, where it belongs in the workflow, and who has interacted with it.
File metadata and statuses
The following fields appear on most file cards.
Human-readable name of the file. This usually matches the uploaded filename and is used in search.
Approximate file size (for example, 2.3 GB). Use this to understand transfer time and storage impact.
Length of a video clip (for example, 00:01:32). Not shown for still images.
Dimensions of the image or video (for example, 3840x2160). Helps you confirm if a file meets delivery specs.
The current version number of the file. Use the version history control to view or switch between older versions.
The current review state of the file. Typical values distinguish material that still needs review from files that are cleared for downstream use.
Name or profile of the collaborator who uploaded the file. Use this to route questions or feedback.
Audit trail of who downloaded the file and when. Each entry includes a user and timestamp to support compliance and client reporting.
Basic mode vs. full access
Some collaborators only see a basic mode of the File Sharing tab.
- In basic mode, collaborators have view-only access to the file list and can see the activity feed for context, but they do not upload or edit metadata.
- With full access (typically Pro users or project owners), collaborators can upload, edit tags, change review statuses, open comments, and manage versions.
Project owners set these permissions when they add collaborators and when they choose which roles need upload or review capabilities.
Recommended workflow in Project Files
Use the following pattern to keep assets organized and reviews trackable across the project.
Upload working assets
Drag footage, stills, or exports into the uploader on the Project Files subtab. Use the correct workflow group (for example, Share Footage for clips, Share Pictures for stills) so collaborators know where to look. Wait for the upload to complete; resumable uploads allow large files to finish even if your connection briefly drops.
Tag and categorize files
Add descriptive tags on each file card, such as scene numbers, shot types, or notes like client-select. Tags make it easier to filter later using search and status filters, especially when the project holds dozens or hundreds of assets.
Set review statuses
Use the review status control to move files from in-review to approved once the team signs off. Keep statuses up-to-date so downstream collaborators know which version is safe to use for edits, color, sound, or delivery.
Discuss in comments
Open the comments drawer on a file to capture feedback, change requests, or technical notes. Mention the uploader or other collaborators as needed. This keeps file-specific discussion attached directly to the asset instead of scattered in messages.
Download with audit trail
Use the Download action on each file card. Downloads use short-lived signed links and the platform logs who downloaded the file and when in the downloaders list. This audit trail is useful for client reporting, security reviews, and matching downloads to signed releases.
Move approved assets to Release Assets
Once a file is approved and associated with the right release forms, move or re-upload it into the Release Assets subtab for downstream distribution. This keeps Project Files focused on work-in-progress and short-term collaboration while Release Assets holds what you are comfortable delivering or publishing.
Because Project Files may expire, do not use this area as your only backup for critical masters. Treat it as a working area that feeds into Release Assets and your own archival storage.
Release Assets subtab
Release Assets focuses on files you deliver externally, often tied to signed releases collected via the Compliance tab.
Use Release Assets for:
- Final exports you are delivering to clients or platforms.
- Media that is explicitly covered by signed model, location, or content releases.
- Bundles of assets you share with partners under a license.
The UI mirrors Project Files but emphasizes assets that are cleared for use and can be gated by compliance.
Relationship with Compliance and Licensing
Release Assets ties together files with the legal agreements that allow you to use them.
- The Compliance tab tracks release forms and signatures for models, locations, or content.
- The Release Assets subtab uses that information to decide which files are safe to deliver or download.
- The Licensing tab describes how those assets can be used commercially.
Downloads or other actions for some release assets may be gated by release form signatures. Collaborators or external recipients may need certain releases signed and approved in the Compliance tab before they can access specific assets.
When a release requirement is not met, the UI may restrict downloads or show messages directing you back to Compliance to finish collecting signatures.
Download tracking and audits
Just like Project Files, Release Assets track every download.
- Each file shows who downloaded it and when.
- The audit log pairs naturally with release records and licenses when you need to prove who received which assets.
If you work with agencies, brands, or distributors, this tracking helps you answer questions such as "Who received the 4K master for Campaign A?" without guessing.
FAQs and troubleshooting
Use this section to solve common questions and issues with the File Sharing tab.
Collaborators in basic mode only have view access to Project Files and the activity feed. They cannot upload, rename, or change statuses.
If someone needs to upload or manage assets, the project owner should adjust their role or upgrade to a plan that includes Pro upload features. Changes take effect the next time they open the project at /collab/{id} and navigate to Distribution → File Sharing.
Project Files is meant for short-term collaboration, not permanent storage. Files may expire and be auto-deleted after a limited retention window.
Always check the policy notice at the top of the Project Files subtab for the current rules. For long-term storage, keep a copy in your own archive and move approved files to Release Assets or your delivery pipeline.
If you do not see the uploader or get blocked when you try to add files:
- Confirm you are not in basic mode. Basic collaborators only see the file list and activity feed.
- Verify that the project or account has Pro features enabled. The uploader is Pro-gated; non-Pro users see an upgrade prompt linking to
/settings?tab=subscription. - Check whether the storage bar indicates you are at or near capacity. If you are out of storage, remove old files or upgrade your plan.
If uploads still fail, try smaller batches or reloading the page so resumable uploads can restart from a clean state.
When an asset requires a signed release before distribution, File Sharing may gate downloads or related actions until the corresponding forms are complete and approved.
Visit the Compliance tab in the same project to review which releases are missing, unsigned, or under review. Once you finalize the required forms, return to Release Assets and retry the download or action. The gateway updates automatically based on the latest compliance status.
Use the version number and review status on each file card:
- Pick the highest version that is clearly marked as approved or final.
- Use the version history control to inspect older versions if you need to compare changes.
- If multiple versions are cleared, check comments and tags for hints like
client-finaloralt-cut.
When in doubt, ask the uploader or project owner in the comments drawer so the decision is documented on the file itself.
Where to go next
Use these related areas to complete your Collab workflow around files and releases.
Last updated 2 weeks ago
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