# 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.

Last updated: 2026-10-29

**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.

| 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.

### 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 |