The Files tab acts as the digital filing cabinet for a specific job. It stores all related documents, photos, and attachments in one secure location. This ensures that everyone, from office staff to field technicians, has access to the same up-to-date information without relying on scattered email attachments.
Tip: Need to send a file attachment in an email? Attach the file to the job first, and it will then be available to select in the email attachments list.
Uploading files
You can quickly add multiple files to the job record directly from your computer.
Open the job record and navigate to the Files tab.
Click the Add files button at the top of the tab to open the upload panel.
To select your files, you can either:
Drag and drop: Click and drag the files from your computer directly into the upload area.
Browse: Click to open your computer's file browser and select the file(s).
Optional: Before saving, you can select pre-defined Tags from the dropdown menu, or check the Share on mobile box to make the entire batch visible to technicians on site.
Click Save.
The system will process the upload and add the files to the main grid.
Note: The system enforces a 10 MB size limit per file. Any files exceeding this limit, or files with an unsupported format, will be flagged and blocked from uploading. Which file formats are supported within Commusoft?
You can also quickly add files without leaving the Timeline tab. Simply click the Actions menu in the top right corner and select Attach new file.
Sharing files with field staff
Not all files uploaded by the office need to be seen by the technician. To keep their mobile app clutter-free, you must explicitly choose which files to share with them.
If a file is currently shared, a small mobile device icon will appear in the "Shared" column of the grid.
To change a file's sharing status:
Click the Edit action link next to the file.
Check (or uncheck) the Share on mobile box.
Click Save.
Any photos a technician uploads directly from the mobile app while on site will automatically appear in this tab and are shared by default.
Viewing files
You can quickly review images and documents without needing to download them first.
Locate the file in the grid and click the row, or click the View action link on the far right.
The file viewer will open. Depending on the file format, the viewer behaves differently:
Supported files: Images (such as JPG and PNG) and PDFs will display a visual preview directly within the side panel, allowing you to review them without leaving the screen.
Unsupported files: Formats such as spreadsheets (Excel) or Word documents cannot be previewed natively in the browser. In these cases, the panel will display the file's details, and you will be prompted to Download the file to view its contents.
Use the up and down keyboard arrows to seamlessly cycle through all the files attached to the job.
From the viewer, you can also download the file or edit its tags without needing to return to the main grid.
Organizing and renaming files
To keep your digital filing cabinet easy to navigate, you can rename confusing file names (e.g., IMG_09823.jpg) and apply organizational tags.
Locate the file in the grid and click the Edit action link.
The edit panel will open, displaying the current name, tags, and mobile sharing status.
Type a clear, descriptive name in the field. You do not need to type the file extension (like
.jpgor.pdf); the system automatically preserves the original extension for you.Use the Tags field to add or remove categorization labels (e.g., "Site Survey" or "Boiler").
Click Save to apply the changes to the grid.
Filtering and sorting files
If a job has a large history of documentation, you can use the filter and sort tools to locate specific files quickly.
Filtering files
Use the Filter toolbar above the grid to narrow down the list. You can apply multiple filters at the same time:
Created by: Find files uploaded by a specific user.
Created on: Find files uploaded on a specific date or within a date range.
Type: Filter by specific file formats (e.g., PDF, JPG, DOCX).
Tags: Filter by specific categorization labels.
Sorting files
Click any sortable column header to organize the files in ascending order. Click the header again to reverse the sort to descending order.
You can sort the grid by Name, Type, Created by, and Size.
Deleting files
If a file was uploaded in error or is no longer needed, you can remove it. Deleted files are moved to a system recycling bin.
Single file: Click the Delete action link on the far right of the row and confirm your choice.
Multiple files: Select the checkboxes on the left side of the specific files you want to remove. Click the Delete button that appears in the header area above the grid, and confirm your action.
Deleting a file is permanent and cannot be undone. However, the action is recorded in the job timeline for auditing purposes.
Downloading files
If you need to send photos to a customer or save job documents to an external hard drive, you can download them directly from the system.
Single file: Click the Download action link on the far right of the row. The file will save directly to your browser's download folder.
Multiple files: Select the checkboxes on the left side of the specific files you want to download. Click the Download button that appears in the header area above the grid. The system will bundle the selected files into a single compressed
.ziparchive and download it to your computer.
Common questions
How can I tell if a file was uploaded from the office or the field?
How can I tell if a file was uploaded from the office or the field?
You can check the Created by column in the main grid. This column displays the name of the user who added the file, along with the date and time of upload. An icon next to the user's name identifies whether the file was added on the web app or via the mobile app.
Read more about the job record and the job tabs.
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