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What are File Assets and Versioning? 

Managing File Assets in Your Projects

File assets allow you to upload, organize, and version control files directly within your projects and tasks. This feature ensures your entire team always has access to the latest versions without searching through emails or folders.

What Are File Assets?

File assets are files you attach to specific tasks within your projects. The system supports versioning, which means you can upload multiple iterations of the same file (like different mixes of an audio track) and easily identify which version is current or final.

Adding Assets to Tasks

You can add assets to tasks through two main pathways:

Method 1: ✅ Through My Tasks

  1. Navigate to My Tasks
  2. Click on the task you want to add an asset to
  3. Scroll down to the Assets section at the bottom of the task
  4. Upload your files by either:
    • Clicking "Drag and drop to add new asset"
    • Dragging files directly into the upload box
  5. Your asset is now attached to the task

Method 2: 📁 Through Projects

  1. Go to Projects and select your project
  2. Locate your task using either the board view or list view
  3. Click the arrow to expand and open your task
  4. Follow the same upload process as described in Method 1 (steps 3-5)

Working with Asset Versions

Adding New Versions

Once you have an initial asset uploaded, you can add updated versions:

  1. Prerequisite: An asset must already exist in the task before you can add versions
  2. Click on the existing asset to open it
  3. Click the three dots (⋯) next to the current version
  4. Select Add Version from the menu
  5. Upload your new file - it will automatically be labeled as "V2"
  6. Repeat this process as needed for additional versions (V3, V4, etc.)

Version Management

  • Each new version is automatically numbered sequentially
  • You can mark any version as "Final" using the designated icon
  • All versions remain accessible unless you delete the entire asset

Screenshot 2025-07-22 at 1.34.52 PM

Important Notes and Limitations

Deletion Warning

⚠️ Critical: When you delete an asset, you delete ALL versions of that asset permanently. This action cannot be undone. If you need to remove just one version, consider renaming it instead of deleting.

Versioning Requirements

  • To add a version to an existing asset, you must use the "Add Version" option within that asset
  • Using the drag-and-drop area or the + icon will create a completely new asset, not a new version

Any user who is added as a collaborator to the associated project has the ability to BOTH: view, add, edit, and remove assets. 

Organization Best Practices

    • Preview functionality: Use the preview icon to quickly review any asset without downloading
    • Naming: Edit asset names to make them descriptive and easy to identify
    • Multiple assets per task: You can attach multiple different assets to a single task when needed
    • Visual indicators: In project lists, tasks with attached assets display a paperclip icon (📎) next to the title for quick identification

    Workflow Efficiency

    • Upload your initial version as soon as you have a working file
    • Add new versions as refinements are made rather than creating separate assets
    • Use descriptive naming to help team members understand the purpose of each asset
    • Mark final versions clearly to avoid confusion during project completion