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How to Manage Files
Store, organise, and share files across your workspace.
All Files is your central file library — every document, image, spreadsheet, PDF, and audio file your team has uploaded across TrustPager, all in one searchable place. Head to https://app.trustpager.com/content/files to get started.
This is a Pro plan feature. If you're on a Free plan you'll still have files attached to forms, opportunities, and documents — they just won't appear in the All Files view.
Uploading Files
The upload zone sits at the top of https://app.trustpager.com/content/files. Drag files in or click to browse. You can upload multiple files at once and assign them to a folder during upload — handy for keeping things organised from the start.
TrustPager automatically routes files to the right storage tier based on type:
- PDFs go into the Documents system — they'll appear in both All Files and https://app.trustpager.com/content/documents
- Images go into the Images system — they'll appear in both All Files and https://app.trustpager.com/content/images
- Everything else (spreadsheets, presentations, audio, archives, text files) goes into secure files
Browsing and Filtering
Use the category tabs at the top to narrow by file type: All, Documents, Spreadsheets, Presentations, Text, Images, Audio, or Archives. The count on each tab updates as you upload files.
The left sidebar gives you three more ways to filter:
- Opportunity filter — select an opportunity to see only files attached to that opportunity
- Folders — click a folder to view its contents, or select All Files to see everything
- Search — type to filter by file name in real time
Toggle between grid and list view using the View control in the sidebar. Sort by date added, file name, or file size.
Folders
Create folders to keep files organised by client, project, or type. In the folder sidebar at https://app.trustpager.com/content/files, click the plus icon to add a new folder. You can also create a folder on the fly when uploading — type a new folder name in the upload zone and it'll be created automatically.
To rename or delete a folder, select it in the sidebar then click the three-dot menu in the main file area header. Deleting a folder doesn't delete the files inside — they move to No Folder.
Previewing Files
Click any file card to open a preview. PDFs open in the built-in document viewer. Images open in a lightbox. Other file types show a download prompt. You can also use the three-dot menu on any card to access View, Move, and Delete.
Optimised Versions (images)
Images can be optimised for web delivery — TrustPager produces three lossy WebP variants (mobile 640 px, tablet 1024 px, desktop 1920 px) sized for phones, tablets, and laptops respectively. The original stays untouched; the variants live alongside it and are surfaced in the file's preview as the Optimised Versions panel.
You'll see a green Optimised badge on any image card that has variants. Click into the file to see each variant's dimensions, file size, and direct CDN URL — copy any URL straight into a webpage, email template, or document.
A typical photo shrinks by 90% or more across all three variants — a 2 MB hero PNG becomes ~150 KB across the full set, which makes a real difference to page load speed.
Running optimisation
If you upload an image through the All Files upload zone with the Optimise for web option ticked, variants are produced automatically.
For images that came in another way — generated via AI, uploaded from an opportunity, or pulled in by an integration — agents and automations can run optimisation via the optimize_image MCP tool (pass file_id). The variants are persisted and the original gets the same Optimised badge as if it had been ticked at upload.
Limits
Server-side optimisation supports source images up to 3 MB on disk and 5 megapixels (roughly 2200 x 2200 px). Anything bigger gets a clear SOURCE_TOO_LARGE response with the actual dimensions and a suggested fix. For ultra-large originals, downscale to 2048 px on the longest edge first.
Moving Files Between Folders
Use the three-dot menu on any file card and select Move File. Choose the destination folder from the dropdown — or select No Folder to remove it from any folder.
Renaming Files
You can rename any file from whichever surface it lives on — you don't need to visit All Files first.
- Documents, Files, and Images — open the three-dot (⋮) menu on the file card and choose Rename.
- Voices and Music — click the pencil icon on the file row (next to the Make Public, Download, and Delete controls).
Both paths open the same rename modal. The current name is pre-filled — edit it, then press Enter or click Rename to save. Click Cancel to discard.
A couple of things to know:
- Whitespace is trimmed automatically. If you accidentally leave a space at the start or end, TrustPager removes it silently. The modal shows a "Will save as:" preview line so you can see the final name before confirming.
- Empty names are blocked. A name that is blank or whitespace-only cannot be saved.
- Renaming is always safe on attached files. Files attached to opportunities, automation actions, signing envelopes, or form submissions are referenced by their ID, not their name. Renaming "supplier invoice.pdf" to "invoice-march-2026.pdf" won't break any in-flight workflow — the next time the file name is displayed anywhere it will show the new name automatically.
If you're working via the API or an AI agent, the same rename is available with the update_file MCP tool: pass the file's UUID and the new name. Works for all file types.
Secure Files
Files uploaded through secure file upload zones (for example, on forms or certain opportunity workflows) have a different access model. They're stored in a restricted area and can be shared with specific users via a signed link. These appear in All Files alongside your regular files, but are managed separately under the hood — you won't be able to move them to a different folder the same way.
If you need to share a secure file with someone, open the file preview and use the share/download action from there.
Files on Opportunities and Contacts
Files don't only live in All Files — they can be attached directly to opportunities and contacts too. When you upload a file from within an opportunity, it becomes linked to that record. You can then filter All Files by that opportunity using the Opportunity filter in the sidebar to see everything attached to it.
Storage
Your current storage usage is shown in the three stat cards at the top of https://app.trustpager.com/content/files — total files, total storage used, and files uploaded this month. Storage limits depend on your plan. Check https://app.trustpager.com/settings/billing for your current plan details.
Related
- Attach Documents, Files & Images to an Opportunity — how to attach files directly to an opportunity from its sidebar
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