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File Manager guide

File Manager is built on operation documents and gives the business a searchable place for specs, contracts, receipts, deliverables, reference files, and handoff material.

Fast path

Open the dashboardStart from the live business overview, then use search or the sidebar to jump.Finish company setupLogo, currency, contact details, social links, billing, payout, and deletion safety live in settings.Check plan limitsFree, Plus, Pro, and Max control capacity, AI, storage, recurring rules, approvals, payroll fees, and payouts.Use global searchFind features and records across clients, leads, invoices, deals, tasks, files, expenses, team, and AI chats.Ask Maximo AIUse chat, voice, files, tools, memory, sources, and session organization when the work needs help.

Documents

File Manager

File Manager is built on operation documents and gives the business a searchable place for specs, contracts, receipts, deliverables, reference files, and handoff material.

  • Upload files, create folders, preview supported formats, rename items, move items, and bulk-move selected files.
  • Filter by project and search by file name, notes, project name, or category.
  • Use folder breadcrumbs to keep documents organized without losing project context.
  • File icons identify images, videos, audio, PDFs, text, Word documents, spreadsheets, presentations, folders, and other uploads.
  • Storage usage is calculated from active files and compared with the current plan limit.
  • Uploads require subscription access and are blocked when they would exceed storage allowance.
File ManagerOperation documentsSource memory

Fast answers

Easy FAQs

What should I do first after creating a business?

Open Business Settings, complete the company profile, set the currency, upload the logo, confirm billing, then add clients, inventory, or leads depending on what the business sells.

Business settingsPlan & Billing
Why do I see a plan or upgrade message?

The app checks plan tier, subscription state, and usage caps before opening or changing protected records. A 402 response usually means the plan is free, inactive, or has reached a limit for that feature.

Plan & BillingCompare plans
Which records can global search find?

Global search can find feature pages plus clients, leads, inventory, invoices, quotes, deals, projects, tasks, files, expenses, team members, and AI chats within the active company.

Search guide
How do payment links stay safe?

Payment links use long random tokens. Share the generated link, receipt, PDF, or email with customers, not a dashboard URL. The invoice number helps the business identify a document but is not the secret.

InvoicesSecurity guide
What is Business Memory used for?

Business Memory stores durable company knowledge for Maximo AI: facts, preferences, style, source records, private notes, approved memories, retention rules, and conflict checks.

Business MemoryMaximo AI
How should I organize files?

Use File Manager for active business documents, folders for structure, projects for context, and file notes for meaning. Storage usage counts against the company plan limit.

File ManagerOperations
What should I check when uploads fail?

Check subscription access, file size, storage usage, operation document caps, supported type, and whether the business still has room under its plan allowance.

File ManagerStorage limit

Keep moving

Go back to the workspace with context.

Use the dashboard for the work itself, and return here when a user needs a fast explanation, a workflow map, or the right page link.

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