What are your current thoughts about managing files in monday, especially when you’re going through the file gallery? Is it enough? Could be better? Maybe some nested collections will do their work?
I’ll be straightforward - we’re working on an app that will help you organize your board files and we’d love to know your feedback.
If you prefer having a video conversation - we can jump on a call. In that case - please send me a DM
If you want to keep it short - we eager to read your comment below
P.S. Don’t know where to start? Try to imagine you have a magic wand that fulfills your wishes and ask yourself a question: “If there was an optimum way to manage all my files, it should give me an ability to…”
I think one thing that would probably be the biggest request would be something like the file galery that has search and previe capabilities.
But then being able to create folders within the gallery that makes it more of a repository where someone can find everything related to that board. I know my clients that have creative teams in monday would find this useful.
And then potentially a dashboard that pulls in all the files form multiple boards with the same functionalities.
I think, for us here, the greatest impediment is that we already use Google Workspace for file management and sharing. So, we use the file features in Monday very, very little.
I believe that having a better view of the files, like an “explorer” menu for all files in the account, could be amazing and make migrating files to Monday more appealing.
Another thing is that we don’t have any indication about the bandwidth consumption. For example, if you upload a video to Monday and share it with a lot of people, is there a limit on streaming data, say monthly? What is the penalty if we exceed it?
All this information is very unclear and/or hidden from the users. A better “Files Dashboard/Explorer” for all files in the account, with data usage, streaming, and access data, would appeal to more users.
The biggest issue for us is that the Files gallery and the Files column is actually separate. The Files gallery shows you any Files that have been added in the Files column, but if I drag/drop files into the Files gallery instead, then those Files do not show up on the Files column. This is a really simple function that is missing. It would be great to be able to organize the Files within the gallery as well rather than one long list of Files.
Yes, ability to organize files seems like a crucial feature, especially if you’re working with hundreds or thousands of files. In that case search also is a must!
You mentioned a dashboard pulling all files from multiple boards - I can imagine this might be also a gamechanger when dealing with huge projects. But what about an ability to categorize files on an item level? Would it be useful?
I would very much like the functionality like Google has in email that you can associated multiple subject categories to an item. Things like RFP, TIC project, working papers. If I could group things in multiple ways it would make it easier to locate documents.
To be honest I did not know the file gallery existed. Now that I’ve seen it, I think a gallery for all files in a workspace would be much more useful for me. With a per-board listview like in My Work.
And not to forget, image previews for .HEIC. We send forms to customers which they use to send us photos - many people use iPhones and these make .HEIC files by default instead of .jpg. Right now, I have to open every HEIC image to see what it is or which one I need:
Thanks @JoseDaher , your point of view showed us a different things we may focus on! Especially the part about transparency and informing the user about their data usage and bandwidth consumption.
As you mentioned Google Workspace - I have another topic to discuss (and invite all people reading this topic to share their thoughts on this!):
When you decide to share a folder added to Google Drive, you can choose specific people that should have the access to this folder or enable an option like “Everyone with a link can view/edit”. Having similar permissions in our app would be helpful? Or can we just rely on default monday permissions?
Yeah, I think individual sharing options are a better solution.
Speaking of Monday permissions, I find them too restricting and confusing. Permissions by user type are a nice fit for a PC OS, not a Work OS. This user type restriction caused me a lot of rework just to ensure the right people have access to what they are supposed to.
I have a client who uses the file column for photographic image approvals. Clients are complaining about it because Monday.com sorts the images by upload date and time. This has the effect of scrambling the images making it very hard to keep track of what you have reviewed especially when you are reviewing a large amount of images. 2 things the file column really needs is the ability to sort files and the ability to tag files with a colour label that the admin can set the names of for that column. If this was implemented you would also ideally need the ability to filter and or sort by tag.
Thank you @Just1n ! We will start off with gathering files from a board level, but the more we ask, the more we see an importance of bringing this app to the workspace level. This will definitely go to our roadmap!
The removal of the Info Boxes feature has significantly disrupted our workflow. Previously, we relied heavily on InfoBoxes to upload and store plans and documents in individual, structured locations, ensuring that all files were neatly organised throughout our business operations to suit the workflow. This functionality was critical in maintaining efficiency and clarity within our processes.
Now that all uploaded documents are placed into the general Files Gallery, there is no longer a way to categorise and organise them properly. As a result, we are forced to sift through an overwhelming number of files just to locate what we need. This is extremely inefficient, time-consuming, and ultimately counterproductive to our operations.
The ability to organise documents within specific Info Boxes was not just a convenience, it was essential for keeping our workflow structured. Without it, our document management has become chaotic, leading to frustration, mistakes and wasted time.
Can you please advise when or if Monday.com plans to restore this feature? This change has had a major negative impact on our productivity, and we would appreciate any possible solution.
Thank you @reception-aspect for such detailed response. From my perspective and based on your description the app we’re building should fill this gap to some extent.
Unfortunately I’m not a part of monday team (I’m a Product Owner from a different company building Jira and monday apps) so I can’t speak on their behalf about the return of Infoboxes. This thread is getting more responses so maybe someone from the monday team will decide to leave some feedback here as well
