The Wraptor handbook

Files — every job's photos and documents, plus your shop's own drive

Who it's for

Everyone on the team ends up touching Files. A designer uploads artwork and references, production and installers shoot install and inspection photos from the shop floor, and an owner or manager uses the Files tab to find any document across every job — "where's that PDF the customer sent for the Henderson van?" — without opening jobs one by one. The same screen holds your shop's own documents (price sheets, templates, portfolio photos) in folders that belong to no job at all.

Where it fits

Files threads through the whole job lifecycle — design artwork early on, print files and install photos during production, the finished-vehicle shots at the end. There are two kinds of file:

Job files live on a job. You add and manage them from the job record.
Drive files belong to the shop, not to any job. You add and organize them on the Files tab, in folders you create.

The Files tab shows both together. See workflow-map.md for the lifecycle and personas.md for who works where.

Overview

Files is one screen and one rule.

The screen is the Files tab of the Shop hub. It lists every file in your shop — job files and Drive files, newest first — with a storage meter across the top, a search box, grouping and sorting controls, and a grid or list view. From there you can preview a file, rename it, file it in a folder, share it as a public link, download a selection as a .zip, or move it to Trash.

The rule is that a file is either attached to a job or it isn't. Job files inherit the job's number and customer, so they organize themselves — you never file them by hand. Drive files have no job, so you organize those with folders.

Everything is stored in the cloud. iPhone photos (HEIC/HEIF) are converted to JPEG in your browser before they upload, and images over 4MB are compressed on the way up, so they open anywhere. Each file can be up to 50MB; your plan's storage cap applies on top of that.

The Files tab (/shop?tab=files) Open Shop in the sidebar, then the Files tab. The Shop hub's tabs are Bays · Inventory · Purchasing · Team · Files · Equipment — you see the ones your role holds. The old /files address still works; it redirects here. On a phone, Shop sits either in the bottom bar or behind the More button, depending on your role.

The tab has, from the top:

A Storage meter — how much of your plan's storage you've used, with a bar.
A file count, then Upload, New folder, and Trash (with a count when anything is in it).
A search box — Search files, jobs, customers… — that filters as you type on filename, category, job number, and customer name.
Grouping: Job · Customer · Category · Folders · All.
Sorting: Recent · Name · Size.
A grid / list toggle.
The groups themselves, each collapsible, with a file count on the right.

Click any file to open the preview. Tick the checkbox on a tile or row to select files; a bar appears with Download .zip, Delete, and Clear.

The file preview Opens over the list. It shows the image or PDF inline (anything else says "No inline preview for this file type." and offers Open original), and across the top: the filename with a pencil to rename it, a folder menu for Drive files, Share, Open, and a close button.

Trash (/files/trash) Reached from the Trash button. Deleted files land here with the job number or Drive, their size, and the date they were deleted. Each row has Restore and Delete forever; Empty trash clears the lot. The page states the rule plainly: items here are deleted forever after 30 days.

On a job The job's Files tab is where job files are added and managed: Upload File, Upload Quote PDF, the image grid with the cover star, and the document list. The Production tab has its own Upload final rendering button, and the Inspection tab holds condition photos and clips. Click any photo on those tabs to open it full size (see Open a job's photos full size below). See Jobs.

On a phone The Files tab is a browse-and-search list: tap the magnifier, type, tap a file to open it. Each card shows its category, size, date, and either its job number or a Drive badge. Uploading, folders and Trash are desktop controls.

Capabilities

Open a job's photos full size

To enlarge a photo, click (or tap) its thumbnail on the job's Files, Production or Inspection tab — on the Inspection tab that covers the quick Photos, the walkaround grid and the checklist close-ups. Older jobs' Photos (legacy) tab works the same way. For the cover photo, use the magnifier at the top right of the job's hero strip. PDFs open the same way.
The viewer shows the photo's name and a count such as 2 / 9. The on-screen arrows or the ←/→ keys step through the rest of that group's photos. Open original (top right) opens the full-resolution file in a new tab, where you can zoom in or download it.
Close it with X, Escape, or a click on the dark background — the job stays open underneath.
Video clips play inline; use the player's own fullscreen button to enlarge one.

Add files to a job

Upload File on the job's Files tab takes any file and files it as OTHER. There is no category picker — a file's category comes from where it was created.
Upload final rendering on the job's Production tab files a print-ready image or PDF as PRODUCTION.
Add photos on the job's Inspection tab files quick walkaround shots as INSTALL_PHOTO; the check-in and check-out inspection flows on the same tab file their photos and clips as CONDITION_PHOTO and CONDITION_VIDEO.
Jobs also pick up files on their own: proof sheets arrive as PROOF, designs exported from Studio as DESIGN, and quote PDFs, e-signed documents, and email attachments you Save to job from the Inbox as REFERENCE or SIGNED_DOCUMENT.
The category chip on a tile or row shows one of DESIGN, PROOF, PRODUCTION, INSTALL_PHOTO, CONDITION_PHOTO, CONDITION_VIDEO, REFERENCE, SIGNED_DOCUMENT, SIGNATURE, OTHER, or GENERAL for a Drive file. A customer's e-signature image (SIGNATURE) is deliberately kept off the job's own Files tab — it shows on the Inspection tab with its report — though it still appears in the shop-wide list.
HEIC/HEIF photos become JPEGs before they upload. Files up to 50MB each are accepted; over that you get "File size exceeds 50MB limit".

Keep the shop's own files in the Drive

Upload on the Files tab puts a file straight into the shop's Drive with no job attached. Drive files carry the category GENERAL and show a Drive badge instead of a job number.
New folder creates a folder; the New subfolder control on a folder row nests one inside it.
Move a Drive file into a folder from the folder menu in its preview. The menu only appears once you've made a folder, and it lists No folder plus every folder you have. Job files can't go in folders — they organize themselves under their job.
Drive images also appear in the website editor's From Drive picker, so a photo you upload once can go straight onto your site. See Website.

Organize and find

Group the list by Job, Customer, Category, Folders, or All. Grouped by Job or Customer, files with no job land under General files; in Folders mode you get your folder tree, then Unfiled, then Job files.
Sort by Recent, Name, or Size, and switch between grid and list.
Search filters on filename, category, job number, and customer name.
Rename any file — job file or Drive file — from the pencil in its preview. Renaming changes the display name only.
In list view, a file's job number links straight to its job. It shows on wide screens, and only when you're grouping by something other than Job (grouped by Job, the number is already the group heading).

Share a file or a folder outside the shop

Share in the file preview mints a public /share/… link, with Copy and Stop sharing beside it. Anyone with the link sees a page under your shop's logo and name, with the file previewed and a Download button; a "Powered by Wraptor" line sits in the footer on every plan.
The Share folder control on a folder row does the same for a whole folder — the visitor gets a list of its files, each with Download.
Stop sharing kills the link immediately. Files are served through the link, never from a raw storage URL, so revoking really does cut access.

Delete, restore, and purge

Deleting a file — from the job, from a tile, or in a selection — moves it to Trash. It is not gone.
Restore in Trash puts a file back. It does not restore the file's cover status or any share link it had.
Delete forever on one row, or Empty trash, removes it permanently and frees the storage. Anything still in Trash is purged automatically after 30 days.
Photos, clips and signatures attached to a signed condition report are locked as evidence. Deleting one refuses and tells you why; Empty trash and the 30-day purge simply leave them where they are.

Import a quote from a PDF

Upload Quote PDF on the job's Files tab files the PDF as a REFERENCE file and creates a draft quote from it, reading the line items and reconciling the totals. The quote opens read-only on the quote page, with your shop's numbering, terms and tax snapshot. See Quotes.
The button only shows for roles that hold Billing & Quotes.

Bulk actions

Tick files to select them, then Download .zip (they arrive as wraptor-files.zip, duplicate names numbered) or Delete.

What you can't do here

There's no drag-and-drop between folders — moving a Drive file is a menu pick in its preview.
You can't change a file's category after the fact.
You can't file a job file into a folder, and you can't move a file from a job to the Drive or back.
Uploads from the Files tab always land Unfiled, whichever folder you happen to be looking at.

Step-by-step tasks

Add artwork or a document to a job
1. Open the job from the Jobs board.
2. Go to the Files tab and click Upload File.
3. Pick the file. It's saved to the job as OTHER and counts toward your shop's storage.
Capture install or inspection photos
1. On the job (a phone is ideal for this), open the Inspection tab.
2. Under Photos, tap Add photos and shoot or pick them.
3. They're filed on the job as INSTALL_PHOTO. Photos and clips that belong to a signed report come from Start check-in inspection or Start check-out inspection on the same tab instead.
Add a final rendering for the floor
1. Open the job's Production tab.
2. Click Upload final rendering and pick the image or PDF.
3. It appears in the tab's grid and in Files under the PRODUCTION category.
Put a shop document in the Drive and file it
1. Open Shop → Files and click Upload. Pick one or more files.
2. Click New folder, name it, and the view switches to Folders.
3. Click the uploaded file to open its preview, then choose the folder from the menu at the top. It moves out of Unfiled.
Find a file across every job
1. Open Shop → Files.
2. Type part of the filename, the job number, or the customer name in the search box.
3. Click the file to preview it, or click its job number in list view to jump to the job.
Set a job's cover image
1. The first image or PDF added to a job becomes its cover automatically — and never overwrites a cover you picked yourself.
2. To change it, open the job's Files tab, hover an image and click the star (Set as cover). The current cover carries a Cover badge; clicking its star again is Remove as cover.
3. On the Jobs board's Board view you can also press Cover on a card and pick from that job's images without opening it.
Share a file with a customer or supplier
1. Open Shop → Files and click the file.
2. Click Share, then Copy. Send them the link.
3. When you're done, reopen the file and click Stop sharing.
Delete a file and get it back
1. Delete it from the job's Files tab or by selecting it on the Files tab and clicking Delete.
2. It moves to Trash.
3. Open Trash and click Restore on the row. Re-set the cover and re-share the link if it had either.
Turn a quote PDF into a draft quote
1. On the job's Files tab, click Upload Quote PDF and pick the PDF.
2. Wraptor files it as a reference and scans it while you watch.
3. Review the resulting draft quote under Quotes. The upload succeeds even if the scan doesn't — you'd get an empty draft rather than nothing.
Free up storage
1. Open Shop → Files and check the Storage meter.
2. Sort by Size to find the heavy files, select them, and click Delete.
3. Open Trash and Delete forever or Empty trash — storage isn't released until a file leaves the Trash.

Settings & permissions

Who can use Files

The Files tab and the Trash page are controlled by the Files permission. Of the four default roles, Manager, Designer and Production include it; Installer does not, so an installer has no Files tab. The Drive half of the feature — uploading Drive files, creating and renaming folders, moving files into them, minting and revoking share links, restoring and purging Trash — requires the same permission. Adding and deleting files on a job happens inside the job record, which follows your Jobs access. Upload Quote PDF additionally needs Billing & Quotes. Permissions are edited per role under Team.

Storage and your plan

Files count toward your plan's storage allowance: Starter 25 GB, Shop 200 GB, and Fleet 500 GB. Files is open on every plan and during the 7-day free trial. When you hit the storage limit an upload refuses with "Storage limit reached (X/Y MB used)". Clear out unneeded files, empty the Trash, or move up a plan. See Plans.

Tips & common pitfalls

Job files organize themselves; Drive files need folders. If you're hunting for a place to file a job photo, stop — the job is the folder. Folders exist for the documents that belong to the shop rather than to a job.
"This can't be undone" isn't quite true. The delete confirmation says so, but files go to Trash and can be restored for 30 days. What you don't get back is the file's cover status or its share link.
Deleting doesn't free storage. The bytes are released when a file leaves the Trash — by Delete forever, Empty trash, or the 30-day purge.
Uploads land Unfiled. The Upload button ignores whatever folder you're viewing. Upload, then move the file in its preview.
The first image becomes the cover. Upload your best "after" shot first, or set the star deliberately, so the Jobs board shows the image you want. A Magic Wrap concept that comes in with a converted directory lead becomes that new job's cover on arrival.
iPhone photos just work. HEIC/HEIF images are converted to JPEG in your browser before upload, so they display and download cleanly everywhere.
Big files are fine, to a point. 50MB per file. Photos over 4MB are compressed on the way up, so the practical ceiling only bites on print files and video.
Signed inspection evidence is locked. Once a condition report is signed, its photos, clips and signature cannot be deleted or purged while it stays signed.
Deleting a job deletes its files for good. They don't pass through Trash — the job's files, proofs and notes go with it.
Share links are public. Anyone holding the URL can open and download the file, with no sign-in. Use Stop sharing when the job is over.
Phones browse, desktops manage. On a phone the Files tab searches and opens files; uploading, folders and Trash live on the desktop layout.

Jobs — where job files are uploaded and managed; the cover thumbnail shows on the board.
Inspections — condition photos, clips and the evidence lock on signed reports.
Proofs — proof sheets land on the job as files; Print Prep handles print-ready artwork.
Studio — pull a job's photos into Studio, and send designs back to the job's files.
Quotes — upload a quote PDF on a job to create a draft quote.
Inbox — Save to job files an email attachment onto the job.
Website — the site editor's From Drive picker reads your Drive images.
Rex — the assistant's Knowledge tab lists a job's PDFs and text files so you can import them into what Rex knows.
Inventory — where Log to inventory writes roll usage from a print file.
Team — where the Files permission is granted or removed.
Plans — your storage allowance lives here.
Workflow map — where files attach across the lifecycle.
Personas — who works with files.