Where files are stored

A booking accumulates documents from every direction. The client emails a floor plan, you write a briefing, the venue has a site map, the caterer sends allergen sheets, someone uploads a certificate. 1pm has five places a file can sit, and each one exists because the file belongs to something different. Put a document in the right place and it turns up where it is needed without you attaching it again.

This article covers all five, what each is for, and how to choose.

The five places

The Files library is for documents you reuse. Upload once, attach to as many events as you like, and rename it in one place: every event using it picks up the new label, because each attachment is a reference rather than a copy. Your standard terms, a parking map, a supplier pack, the allergen sheet that goes out with every menu. This is the answer to re-uploading the same PDF forty times a year.

When a document is reissued, use Replace file on its row and upload the new edition. Every event, request, reply template and automation it is attached to uses the new file straight away, and it keeps its label and category. A PDF can only be replaced by a PDF and an image by an image, so nothing that shows it breaks. Emails you have already sent keep the copy they went out with. The library holds up to 500 files, and each one is a PDF, PNG, JPEG or WebP up to 10 MB, the same formats and per-file limit as an event upload.

Each row says how long the file it holds has been the current one ("current since 1 Oct 2026") and who uploaded it, so on an account several people work in you can tell whose upload you are looking at. A row that shows a date with no name is one where nobody was recorded for that upload. The library lists 25 files at a time, and the search box above it matches a file's label, its file name and its category, so "induction" finds the induction pack whether that word is the name you gave it, the name of the PDF, or the category it sits in.

The file you replace isn't thrown away. Once a file has been replaced, its row shows a link such as 2 earlier versions. It opens the Versions list: the earlier files newest first, each with who uploaded it, and when it was replaced and by whom. Download opens one, and Restore makes it the current file again everywhere it is attached. The file it takes over from goes into Versions in turn, so a restore can be reversed the same way. The last 25 versions of each file are kept, and the oldest is removed when a 26th would be added. Versions don't count towards the 500-file limit, and deleting a file deletes its versions with it. Restoring a version makes today the date its row shows, and keeps the name of whoever first uploaded that file.

When you upload an image, 1pm also keeps two smaller copies of it: a thumbnail for the image picker and the proposal builder, and a web-sized copy for a client's quote. Your original is stored untouched and is what downloads and attaches everywhere else. A photo straight off a camera can be several megabytes, and the smaller copies are what stop a client's phone downloading all of it to look at a quote. Images already in your library before they had these copies show their original everywhere, so to get the smaller copies for one, use Replace file and upload it again.

The same goes for an image you upload to a Space and for a reference image you upload onto a request. The crew link shows the web-sized copy, so a floor plan or a required-PPE photo loads quickly on a phone at the venue, and tapping the picture opens your original at full size. Printed views use the original too.

On an event is for documents belonging to this booking and nothing else. The client's floor plan, the signed agreement, the seating chart. This is how a document reaches the people working the day, though not automatically: an event upload starts Internal, meaning yours alone, and untick that on its row to put it on the crew share link.

On a Space is for documents true of the place rather than the booking. Site maps, loading dock instructions, house rules, spec sheets, brand guides. A file attached to a Space propagates to every event held there: it shows on the BEO print, the crew share link and the crew print, without anyone attaching it per event. Set the dock instructions once and every event in that room carries them.

On a request is the document you are asking someone else for, or a reference document you attach to the ask so they know what they are filling in. A blank agreement, an induction pack, a template to complete and send back. A reference document can be uploaded to the request, pasted in as a link, or taken straight out of the library with Add from Files, which is what you want for the induction pack that goes out on every job.

On a lead is where files arrive before a booking exists: whatever the client attached to their lead or to any email in the thread. One email can bring in up to 20 files and 40 MB in total, with no single file over 25 MB. Programs and scripts (.exe, .bat, .js and similar) are never saved. Anything that wasn't saved, for any of those reasons or because the file couldn't be fetched, is named on the message, so you know to ask for it another way. Once the lead becomes a booking, any of those files can be pinned onto the event, either for you alone or for crew as well.

Pulling files off the lead

A client often emails their run of show / runsheet while the booking is still a lead. Once the lead becomes an event, that document is one click away from the event itself.

An event converted from a lead has a From the lead section in its Files panel, with Add from lead beside it. That opens a picker of everything attached anywhere in that lead's thread, and you choose what belongs on the event.

Three things about how it works:

It is a reference, not a copy. The file stays where it is and the event points at it. Nothing is duplicated, and detaching it from the event leaves the original on the lead untouched.
It is opt-in, one file at a time. Nothing is imported automatically. A real thread carries three versions of the same run of show and a pile of email-signature images, and you pick the one that belongs on the event.
It handles the formats email actually carries. Word documents and spreadsheets come through and read as documents, which the event's own uploads would refuse.

There is a View lead link on the panel and on the event header, so the trip back to the full conversation is one click.

Who sees a file you pulled off the lead

Every file in the picker offers two buttons rather than one Add, because who sees it is the decision worth making at the moment you pin it:

Internal puts it on the event for you and anyone you share the account with. Nobody else.
For everyone puts it on the event and on the run of show, where crew opening the share link and anyone on the public link can open it.

That is the same Internal switch an event upload and a library file already carry, and a pinned file gets one too: the row in From the lead has a tickbox you can change at any time, so a floor plan pinned internally this morning can go out to crew this afternoon without re-pinning it.

Which one you want is usually obvious once you say the file out loud. The client's floor plan, their running order, the ceremony music list: For everyone. The supplier's quote, the signed agreement, the email with their budget in it: Internal.

One more detail worth knowing:

You can pin straight from the conversation. Each attachment in the lead's thread carries the same Internal and For everyone buttons, so a file can go from the client's email to the run of show without a detour through the event. Once pinned, the attachment shows a small badge saying which of the two it is. Changing your mind is done on the event's Files panel.

Because the pin is a reference, deleting the lead takes its files with it. If any of them are showing on a run of show, the delete confirmation says so, naming how many files and which events, so you know what crew will lose before you agree to it.

Files on an automation email

An automation that sends an email can attach files too, and they come from the Files library rather than being uploaded to the automation.

An automation fires indefinitely, so it references a document that lives somewhere you manage, not a one-off copy nobody can find again. Rename the brochure in the library, or replace it with next season's edition, and every automation attaching it sends the change from its next run.

If an attached file cannot be read when the automation fires, the send fails and tells you which file, rather than delivering an email that quietly arrives with nothing attached. An email that visibly did not send gets fixed. One that arrived empty does not, because nobody goes looking.

For the same reason, 1pm blocks deleting a library file that anything still points at: an event, a request on an event, a reply template, an automation, a request pack, or an Image or Gallery block on a proposal template. The message names what is holding it ("in use by 3 events, 1 reply template and 1 automation"), so detach it there first. A lead reply that carries the file and hasn't gone out yet (one still inside its undo window, or one that failed and is waiting on Retry) holds it too: send or delete that reply, then delete the file.

Virus scanning

Every file stored in 1pm is scanned for malware as it arrives, wherever it lands: the library, an event, a Space, a request, a lead's email, a crew member's upload, a logo or a photo. That includes files your clients and crew send you, which are the ones you have least control over.

If a scan finds malware, 1pm deletes the file within a few minutes and puts a notification in your bell. It names the file, says which booking it was on (or that it was in your Files library), and links you there. The file's row stays where it was, without a link to open it, and says the file was deleted because it failed the virus scan, with the date. Delete the row or upload a clean copy in its place (in your Files library, use Replace file). Crew and clients no longer see the file on their links. Ask whoever sent it for one. A crew photo, a logo or a catalog photo that is deleted this way is taken off the contact, theme or item that showed it, so nothing is left displaying a broken image.

If you are sure a deleted file was safe, contact support. A deleted file can be recovered for 30 days.

Choosing where to put something

Will you use it on more than one event? Library.
Is it true of the room or site rather than the booking? Space.
Is it about this one booking? The event.
Are you asking someone else to provide it? A request.
Did it arrive by email before the booking existed? The lead, then pin it onto the event, Internal or for everyone.

When in doubt, the library is the safer choice. A library file can be attached to an event in seconds; an event file cannot be promoted to the library without uploading it again.

Uploading files direct to an event covers event uploads, formats and size limits.
Attaching files covers links to documents hosted elsewhere.
Spaces: saving and reusing venues covers the Space record files attach to.
Attaching a reference document to a request covers the document you send with an ask.
Automations covers the emails that can carry library files.