How does ErgoCloud, the office's files, work?

Where each file lives, how to upload and organise, how to share with a link that expires, and what happens when something is deleted.

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How do I upload and organise files? How do I send files with a link? What happens to what is deleted? Who does what?

ErgoCloud keeps all the office's files in one place. A project file here is the very same file you see on the project's Files tab — not a copy.

The ErgoCloud summary shows how many files the office has, how much space they take, the split by type and the plan's storage. — Apps › ErgoCloud › Summary

Area	What it holds
My projects	The projects' files, by year, month, project and work item. A file with the same name in the same project becomes a new version of the earlier one
Office folders	Folders for whatever does not belong to a project — shared by the whole office: every member who can reach ErgoCloud sees them
ErgoMeeting files	The files from the rooms you are a member of
Finance	The documents of the office expenses, one folder for each month — only for the people who see the finances. They come here with their expense, from Office expenses
Shared	The links you have received and the ones you have sent
Recent	What changed lately — yours, or the whole office's for whoever can see Statistics
Summary · Largest files · Cleanup	How much space is used and where, and what could go

How do I upload and organise files?

Each file up to 50 MB, within the plan's storage. In your folders you make subfolders, rename (F2) and move things with cut and paste; a folder can be moved but not copied. Several files at once download as a ZIP. A file can only be renamed or deleted by the office that uploaded it.

The attachments of the emails the office receives count in the same space, on the Summary's Office email line; under Largest files you find them with Email. To a project… links an attachment to a project, without a copy. Only whoever sees ErgoMail sees them.

The files on customers' and partners' notes count in the same space too, on the Summary's Partners & customers line. In ErgoCloud's lists, the files on customers' notes are shown only to whoever sees the customers.

The ErgoCloud folder structure has the office folders, your projects by year, the ErgoMeeting files and the finances, with a search and type filters. — Apps › ErgoCloud › Folder structure

How do I send files with a link?

A file, a folder or a work item is shared with Share: type the recipient's email and choose a Link lifetime — 7, 30 or 90 days, or No expiry. The link ends at the close of its last day, on the office's clock. A badge shows its state (active, ends today, expired, revoked). Extend… — or, once it has expired, Reactivate… — gives it a new lifetime from today; End now closes it for good. The recipient opens a plain page with the files, without an account. Extending and ending are done by whoever made the link or whoever changes the office's settings; the default lifetime is set under Settings → Communication & files → ErgoCloud & sharing.

What happens to what is deleted?

Anything deleted goes to the File trash and stays for 30 days; each row shows how long it has left. Restore puts it back where it was — a folder comes back with everything in it. Space is only freed when the Trash is emptied, not when something goes into it.

Who does what?

Permission	Office Owner	Office administrator	Project manager	Technical staff	Secretariat	Accounting	Website manager
View the files in ErgoCloud	yes	yes	yes	no	yes	yes	yes

Permission	Office Owner	Office administrator	Project manager	Technical staff	Secretariat	Accounting	Website manager
Create and edit in ErgoCloud	yes	yes	yes	no	yes	yes	yes

Permission	Office Owner	Office administrator	Project manager	Technical staff	Secretariat	Accounting	Website manager
Delete in ErgoCloud	yes	yes	yes	no	yes	yes	yes

A project's files — under My projects and on the project's Files and Photos tabs — also follow the roles' Project files row; on their own work item, the person assigned uploads and deletes files without it:

Permission	Office Owner	Office administrator	Project manager	Technical staff	Secretariat	Accounting	Website manager
See the projects' files	yes	yes	yes	yes	no	yes	yes

Permission	Office Owner	Office administrator	Project manager	Technical staff	Secretariat	Accounting	Website manager
Upload, rename and move project files	yes	yes	yes	yes	no	yes	yes

Permission	Office Owner	Office administrator	Project manager	Technical staff	Secretariat	Accounting	Website manager
Delete project files	yes	yes	yes	yes	no	yes	yes

Restoring from the Trash is done by whoever restores, emptying it by whoever deletes for good:

Permission	Office Owner	Office administrator	Project manager	Technical staff	Secretariat	Accounting	Website manager
Restore something from Deleted records	yes	yes	yes	yes	no	no	no

Permission	Office Owner	Office administrator	Project manager	Technical staff	Secretariat	Accounting	Website manager
Delete something permanently from Deleted records	yes	yes	no	no	no	no	no

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