Managing Your Project Files

File Organization in Teamwork

We organizes your project files in a structured way to ensure easy access and version control:

Standard Folder Structure

We organize your files into these standard folders:

Pro Tip: Bookmark your "Final Deliverables" folder for quick access to your most important files.

Uploading Files to Teamwork

How to Upload Client Assets

1. Navigate to your project's Files section
2. Select the 02-Client Assets folder
3. Click the + Add Files button
4. Either drag and drop files or use the file browser
5. Add a description if needed (highly recommended)
6. Click Upload

Pro Tip: Compress multiple related files into a ZIP file before uploading to keep them together.

Best Practices for File Uploads

• Use descriptive filenames: "Brand_Logo_Primary_RGB.png" instead of "logo1.png"
• Keep original file formats: Upload native files (.ai, .psd, etc.) when available
• Note file versions: Include version numbers in descriptions when applicable
• Check file size: Files over 100MB may take longer to upload
• Organize before uploading: Sort your files logically before uploading batches

Accessing & Downloading Files

Finding Your Files

Quick Search:

1. Use the search bar at the top of Teamwork
2. Enter keywords from the filename or description
3. Filter results by selecting "Files" from the dropdown

Browsing:

1. Go to your project's Files tab
2. Navigate through the folder structure
3. Use the sort function to arrange by date, name, or size

Downloading Options

Single File:

1. Hover over the file
2. Click the download icon
3. Choose where to save on your device

Multiple Files:

1. Check the boxes next to several files
2. Click the Bulk Actions button
3. Select Download
4. Files will download as a zip archive

Entire Folder:

1. Navigate to the folder
2. Click the three dots (⋮) menu
3. Select Download Folder
4. Files will download as a zip archive

File Version Control

Teamwork maintains version history of your files to track changes and allow rollbacks if needed.

How Versions Work

1. When you upload a file with the same name to the same location, it creates a new version
2. Previous versions remain accessible but the latest version displays by default
3. Comments and feedback are preserved across all versions

Accessing Previous Versions

1. Open the file details by clicking the file name
2. Click the Versions tab
3. View the list of all previous versions with timestamps
4. Download any version by clicking the download icon

Pro Tip: Always upload new versions to the same location as the original to maintain the version history.

File Permissions & Sharing

Standard Access Levels

All team members added to your project have access to view and download files by default. There are additional permission options:

Sharing Files with External Stakeholders

Need to share files with someone not on the project team?

Option 1: Generate Share Link

1. Click the three dots (⋮) next to the file
2. Select Share
3. Toggle password protection if needed
4. Set an expiration date for sensitive files
5. Copy and share the generated link

Option 2: Email Directly

1. Select the file(s)
2. Click Bulk Actions
3. Choose Email
4. Enter recipient email address
5. Add a message
6. Click Send

File Notifications & Updates

Stay informed about file activity:

Setting Up Notifications

1. Click your profile icon in Teamwork
2. Select Notifications
3. Under "Files," choose your preferred notification level:

• All file activity
• Only files you're involved with
• None

Recommended Notification Settings

File Types & Compatibility

PNP delivers files in various formats depending on the deliverable type:

Common File Types

Software Compatibility

Not sure if you can open a file? Here's what you'll need:

• Adobe Creative Suite: For .ai, .psd, .indd, .ae files
• Sketch/Figma: For .sketch or .fig files
• Microsoft Office: For .docx, .xlsx, .pptx files
• Code Editor: For website development files
• Media Player: For video and audio files

Pro Tip: If you don't have access to specific software, ask your Customer Success Manager about alternative formats or viewer options.

File Management Best Practices

For Optimal Collaboration

• Download rather than move: Avoid reorganizing the folder structure
• Comment within Teamwork: Keep feedback with the files instead of in emails
• Use descriptive labels: When uploading, add clear descriptions
• Batch similar files: Upload related files together
• Confirm receipt: Let us know when you've downloaded important deliverables

File Naming Conventions

PNP follows these naming conventions for clarity:

[ClientName]_[ProjectType]_[ItemName]_[Version].[extension]

Examples:

• PNP_Website_HomePage_v2.psd
• PNP_Logo_Primary_FINAL.ai
• PNP_Brochure_Digital_APPROVED.pdf

Need Help With File Management?

If you have questions about accessing or managing your files:

• Check the Files FAQ in your project Notebook
• Contact your Customer Success Manager
• Use the Help button in Teamwork for platform-specific guidance
• Email chloe@papers-pens.com for urgent file access issues