Overview
Construction projects generate a lot of paperwork. Drawings, specs, contracts, photos, submittals, permits, and more. Without a structured place to store it all, documents end up scattered across emails, personal drives, and text threads, and finding the right file at the right moment becomes its own problem.
The Files module gives every lead and project a dedicated digital filing cabinet. All your important documents live in one secure, organized place, structured into folders, browsable in list or grid view, and accessible to your whole team without digging through other platforms or chasing down attachments.
Every new lead and project starts with three default folders already in place: Documents, Photos/Videos, and Drawings/Specs. You can add your own folders and subfolders at any time, and if you have a preferred folder structure you want applied to every new record automatically, you can set it as your default through the gear icon in the Files module.
This guide walks you through uploading files, creating folders, managing your structure, and customizing your defaults.
Understanding Files
What It Does
The Files module allows you and your team to:
Store all project documents in a centralized location tied directly to a specific lead or project
Start with three default folders - Documents, Photos/Videos, and Drawings/Specs - ready to use from day one
Create new folders and subfolders to customize the organization for any project's specific needs
Upload files including images, videos, documents, CAD files, design files, and more - up to 10 files at a time, up to 1024MB per upload
Browse in List or Grid view - list view shows name, last modified date, creator, and file size; grid view shows thumbnail previews
Preview files inline without downloading, with options to copy the link, open in a new tab, or download
Move files between folders using the three-dot menu
Edit or delete folders and files at any time
Set default project folders that apply automatically to every new lead or project you create
When to Use It
Files are most valuable when you want to:
Give your entire team a single place to find every document tied to a job
Organize drawings, specs, contracts, and photos by category so nothing gets mixed up
Stop sending files back and forth by email and instead reference them directly inside the project
Build a consistent folder structure across all your projects so your team always knows where to look
Preview a drawing or photo without having to download it first
Step-by-Step Instructions
1. Open the Files Module
Click Projects or Leads in the left sidebar and open the record you want to work in
Click Files in the module top bar
You'll land on the Home view showing all top-level folders for that lead or project.
2. Navigate the Default Folder Structure
Every new lead and project starts with three folders already created:
Documents - for contracts, permits, correspondence, and general project paperwork
Photos/Videos - for site photography, progress documentation, and video walkthroughs
Drawings/Specs - for architectural and engineering drawings, specifications, and design documents
Click any folder to open it. The breadcrumb at the top (e.g. Home / Drawings/Specs) shows your current location and lets you click back to a parent folder at any time.
3. Upload Files
Navigate to the folder where you want to store the files
Click New File in the top right corner
The Upload Files modal opens
Click Click to upload or drag and drop files into the upload area
Click Upload once your files are selected
Note: You can upload up to 10 files at a time with a maximum total size of 1024MB per upload. Structur supports images, videos, documents, CAD files, design files, and more.
4. Create a New Folder
Navigate to the location where you want the new folder - either at the Home level or inside an existing folder to create a subfolder
Click New Folder in the top right corner
The Create Folder modal opens
Enter a Folder Name
Click Create
The new folder appears immediately in the current location.
5. Switch Between List and Grid View
Use the List and Grid toggle in the top right to switch views:
List view - shows Name, Last modified, Creator, and File size columns. Best for finding specific files quickly
Grid view - shows thumbnail previews. Best for browsing photos, drawings, and image files visually
6. Preview a File
Click any file in grid view to open a preview, or click the file name in list view
The file opens inline with the file name, type, size, and page count shown at the top
Use the buttons in the top right to Copy the file link, Open new tab, or Download
7. Move, Edit, or Delete a File
Click the three-dot menu next to any file
Choose from:
Edit - rename the file
Move - move the file to a different folder
Delete - permanently remove the file
8. Set Default Project Folders
If you want a custom folder structure to apply automatically to every new lead and project, set it as your default.
Click the gear icon in the top right of the Files module
The Manage Default Project Folders modal opens
Your current default folders are listed under App Default Folders - Documents, Photos/Videos, and Drawings/Specs by default
To add a new default folder, type a name in the Insert the folder name field and click Add
To rename an existing folder, click the pencil icon next to it
To remove a folder from the defaults, click the delete icon next to it
Click Close when done
From this point forward, every new lead or project you create will start with this folder structure already in place.
Note: Changes to default folders apply to new leads and projects going forward. Existing records are not affected.
Best Practices
Use the default folders from day one - upload files into the pre-built categories as soon as a lead or project is created. Starting organized is much easier than reorganizing a pile of files later.
Customize your defaults once and save them - spend a few minutes setting up the folder structure you actually use, then save it so every new record starts with it automatically.
Name files clearly and descriptively - "Floor Plan Rev 3 - 2026-03-01" is far more useful than "floor plan final FINAL." Good names make files easy to find and prevent version confusion.
Use subfolders for large document sets - if a project generates a lot of drawings or photos, break them into subfolders by trade, phase, or date so folders stay browsable.
Store files in Structur instead of emailing them - when you need to share a document with a team member, point them to the Files module instead of sending an attachment. This keeps the project record complete and avoids version drift.
Use Grid view for photo-heavy folders - thumbnail previews make it much faster to find the right photo without opening every file one by one.
Move files if they land in the wrong folder - use the Move option from the three-dot menu rather than deleting and re-uploading.
Common Questions
Q: What file types can I upload?
A: Structur supports a wide range of file types including images, videos, documents, CAD files, and design files. The upload modal confirms supported types when you open it.
Q: Is there a file size limit?
A: You can upload up to 10 files at a time with a maximum combined size of 1024MB per upload batch.
Q: Can I create subfolders inside the default folders?
A: Yes. Navigate into any folder and click New Folder to create a subfolder at that level. You can build as many levels of subfolders as your project needs.
Q: Can I set up a custom folder structure that applies to all new projects automatically?
A: Yes. Click the gear icon in the top right of the Files module to open Manage Default Project Folders. Add, rename, or remove folders and your changes will apply to every new lead or project going forward.
Q: Is Files available on Leads as well as Projects?
A: Yes. The Files module is available inside both leads and projects so you can store relevant documents at every stage of the workflow.
Q: How do I move a file to a different folder?
A: Click the three-dot menu next to the file and select Move. Choose the destination folder and confirm.
Q: Can I preview files without downloading them?
A: Yes. Click any file to open an inline preview. From there you can copy the link, open it in a new tab, or download it.
Common Mistakes to Avoid
❌ Don't | ✅ Do |
Upload files to the root Home level without a folder | Always navigate into the correct folder before uploading so files are organized from the start |
Use vague file names like "final" or "updated" | Name files with descriptions and dates to avoid version confusion |
Build a custom folder structure on every new project from scratch | Save your preferred structure as the default via the gear icon so it applies automatically |
Send project documents by email instead of storing them in Structur | Store files in the Files module so the full record lives in one place |
Let folders accumulate files without any subfolder organization | Create subfolders for large document sets to keep things browsable |
Delete a file in the wrong folder and re-upload it to the right one | Use Move from the three-dot menu to relocate files without losing them |