File Sharing
Share working files from Post-Production and delivery-ready assets from Distribution, with review status, downloads, and compliance context.
Where files live in a Collab project
Collab projects separate working assets from delivery preparation so collaborators know which stage they are using.
- Go to the Collabs hub at
/collabs. - Open a project at
/collab/{id}. - Use Post-Production → Project Files for working files, dailies, references, and deliverables you exchange during production and post.
- Use Distribution → File Sharing for files that are closer to delivery, publishing, or downstream sharing.
The Distribution stage also includes Metadata, Credits, Licensing, and Forensics & Distribution. Those tabs keep delivery context close to the files you share.
Project Files and File Sharing both reflect the current project workflow and permissions. Basic collaborators may see view-only access, while Pro users on the project can upload and manage files where their permissions allow it.
Project Files in Post-Production
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 view.
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, such as 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, such as Share Pictures or 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. 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 keep final masters or archival material in your own long-term storage when required.
File list and workflow groupings
The file list is grouped by workflow steps, such as:
- Share Pictures — image stills, reference photos, and 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 for images or video.
- Uploader details, showing who uploaded the file.
- Metadata, including filename, file size, duration, and resolution where available.
- 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 download history 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, such as 2.3 GB. Use this to understand transfer time and storage impact.
Length of a video clip, such as 00:01:32. Not shown for still images.
Dimensions of the image or video, such as 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 workflow.
- 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 in Post-Production → Project Files. Use the correct workflow group, such as Share Footage for clips or 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 download history. This audit trail is useful for client reporting, security reviews, and matching downloads to signed releases.
Prepare approved assets for distribution
Once a file is approved and associated with the right release forms, use Distribution → File Sharing for downstream sharing. This keeps Project Files focused on work-in-progress and short-term collaboration while Distribution holds the files and context 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 Distribution and your own archival storage.
File Sharing in Distribution
File Sharing in the Distribution stage focuses on files you deliver externally, often tied to signed releases collected via the Compliance tab.
Use Distribution → File Sharing 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 Distribution stage keeps file delivery close to related delivery context, including Metadata, Credits, Licensing, and Forensics & Distribution.
Relationship with Compliance and Licensing
Distribution 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 File Sharing tab in Distribution 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 distribution files 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
Distribution files track downloads so you can review who received delivery assets.
- 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 workflow.
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 Post-Production → Project Files.
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 Project Files for the current rules. For long-term storage, keep a copy in your own archive and use Distribution → File Sharing or your delivery pipeline for approved files.
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 Distribution → File Sharing 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.