Where files live in 1pm — Help

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, lead form 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.

The file you replace isn't thrown away. Once a file has been replaced, its row shows Versions, listing the earlier files newest first with when each 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.

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. 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

That last one used to be a dead end. The client emailed their run sheet during the lead, the lead became an event, and the document stayed back in the conversation, so anyone who wanted it had to go digging through Leads.

An event converted from a lead now 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, deliberately: a real thread carries three versions of the same run sheet and a pile of email-signature images, and auto-importing would pile all of it onto 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.

Two details worth knowing:

Files pinned before this existed are all Internal. They were planner-only when you pinned them and they have stayed that way, so nothing quietly became visible to crew. Untick Internal on the ones you want shared.
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.

That restriction is on purpose. An automation fires indefinitely, so it should reference a document that lives somewhere you manage rather than hold 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, a lead form using it as its sales PDF, an automation, a request pack, or an Image block on a proposal template. The message names what is holding it ("in use by 3 events and 1 automation"), so detach it there first.

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.