Managing files is a crucial part of project management, which is why Avaza has a powerful file management system that lets you view and manage all files on a project in a very simple way. You can now see all files relevant to the projects you are on in the Files Tab, enjoy file previews, access tagging and search functionality.
Here’s an overview of the new Files Tab.
Figure: Open the Files Tab
1. Adding Files
Adding files into your projects is very easy, and can be done in one of multiple ways.
Via the Files Tab
The most obvious way of adding files into a project is to open the Files Tab, and either click Upload, or Drag & Drop files into it.
Files Tab: Upload Feature
Figure: Upload Files
When you click the Upload button, a popup will show up that will let you navigate through your computer hard drive so you can upload the files you need into the Files Tab.
Once you’ve chosen the files, a popup will then ask you to choose the task you want to attach the file to (optional) or any tags you want to add to the file.
Figure: Add Tags or Attach File to a Task
Files Tab: Drag & Drop
You can also Drag & Drop files directly into the Files Tab from any folder in your computer. Just choose the files you need to import and drag them over to the Files Tab. You can then choose the tags you want to add to the files and the project you want them to be added under.
Figure: Drag & Drop Files into Files Tab
Via Individual Tasks or Cards
The other way of adding files is via each individual task itself.
Task or Cards Upload Feature
Each task edit window has two options for adding attachments, based on your requirements. The first one attaches the file to the main task (which is also how you can turn it into a card cover image), and the second allows you to add it into the comments.
Figure: Attach Files Directly to Tasks and Cards
Drag & Drop
You can also drag & drop the file into the task itself.
Figure: Drag & Drop Files into Tasks and Cards
2. Viewing Files
Files can be viewed either as a list, or in grid-form with beautiful previews. Both viewing options have their advantages, but the grid-view is especially useful for creative teams or those who want to be able to access file previews without having to download them. If you need to download a file, simply click on it in either view.
File Previews in Grid-View
Need beautiful files previews of attachments? Grid-view in the Files tab provides you with previews of all your files, including images in multiple formats. You can see previews for JPG, PNG, PDF and GIF files.
Figure: View Files with Beautiful Previews in Grid-View
Information visible in this view includes File Name, the Project it is uploaded to, any Task it may be assigned to, Tags, Size and Person who uploaded it. You can also use 3-dot control to delete the file.
List-View
A simpler way to view file attachments is in list-view.
Figure: View Files in List-View
The information visible in this view includes File Name, Size, when it was uploaded, Uploaded by, Project, Task, and Tags. You can click the column title to sort by any of the fields. For instance, click the Size column to sort the files by their size. You can use the 3-dot control to delete the file.
3. Using Tags to Filter Files
Need to filter through a large number of files? You can use the Filter option to narrow down the list quickly.
Simply click on Filters, and then type in the relevant tags.
Figure: Filter through Files Using Tags
4. Using Search Function on Files
Haven’t used tags on files? You can also search through your file attachments using the search functionality. You can type .jpg or another extension to search just for files with that extension, or search by file name.
Figure: Search through File Attachments
When accessing your tasks through the My Tasks option, you will be able to see all attachments that are relevant to the projects you are a team member on.
Hope you’re enjoying the new file previews, search and tag functions. Do let us know what you think in the comments below.
