What are ZoomSphere Files?
ZoomSphere Files is a centralized cloud storage system within your ZoomSphere workspace, integrated with Scheduler, Notes, and Workflow Manager apps, as well as with ZoomSphere Chat.
It allows you to upload, organize, and access various assets within your workspace. Whether you need to store important documents, share images, or keep track of video content, ZoomSphere Files has you covered.
That's not all! Thanks to the comment panel, you can discuss each file with your team!
Key Features
Shared Access: Files stored in ZoomSphere are accessible to all users with permission to the specific workspace. This ensures everyone on your team can view and collaborate on shared documents and media.
Easy Integration with Apps: Scheduler, Workflow Manager & Notes: You can upload files directly to your posts in the Scheduler app, task cards in the Workflow Manager app, or Notes.
File Sharing via Chat: Quickly send files through ZoomSphere chat. This feature is perfect for instant file sharing and collaboration without leaving the chat interface.
Upload in Post Comments: Attach files directly in post comments. This functionality allows you to provide additional resources or context directly within the discussion, making it easier to keep all related information in one place.
Comments: Share your insights and feedback on each file with your team to keep everyone aligned and on track.
How to Upload ZoomSphere Files
Create Folder: Access Files, click the red button +New, and choose Create Folder. Name it and hit Create.
Uploading Files: To upload a file, click the red Upload Files button. Select your documents, images, or videos.
Uploaded: Once uploaded, your files are organized and stored in a shared space.
What Can you Upload?
Images, videos, and documents - all formats are supported.
Files Integration:
Scheduler App
Integrating with Posts: When creating a post in the Scheduler app, use the “Select from ZS Files” option to select and include files from your ZoomSphere Files. You can also upload files from a different workspace.
Adding Files to Comments: While commenting on a post, use the attachment option "+" to upload files directly, providing context or additional information to your comments.
Chat
Sending Files in Chat: Open a chat window, click the attachment icon "+," and choose a file from ZoomSphere Files to share with your colleagues.
Workflow Manager App
Upload files as attachments to your task cards or share them in the comments.
Notes App
The Notes app also supports files. You can upload them directly to your notes or share them in the comments.
Who Can Access Files?
Files are linked to its workspace, meaning anyone accessing it can access and work with the shared files.
💡If you manage multiple clients or brands within one Workspace, it's best to create separate Workspaces for each client. This way, you can upload your files to the appropriate Workspace and avoid any accidental access or errors.
Moving Files
Move files across folders within your Workspace by drag and drop. Moving files across Workspaces is not supported. 💡
Filtering
Filter and search your Files by asset type or sort by - name, last uploaded, size, type, and most importantly - if the file is suitable for auto-publishing based on the format criteria for the selected post type.
Mobile App
Files are not yet available in the mobile app. #ComingSoon
Use cases: Files in Action
When it comes to using Files, the possibilities are endless. Use Files and their Folders to your advantage by storing everything needed to manage your clients efficiently. Keep all your essential materials in one place, neatly organized and easily accessible. Whether it's content, reports, or brand assets, having everything in order helps streamline your workflow and enhances team collaboration.
Create dedicated folders for:
Images by Ratio & Format: Sort your images by aspect ratio (like 4:5, 9:16) or format (JPEG, PNG) to quickly find the perfect one for your post. This way, whether you're working on Instagram, Facebook, or any other platform, you’re ready to go.
Vertical Videos: Have all your Reels, Shorts, TikToks, and IG Stories in one folder. No more scrolling through your phone or computer to find that one perfect clip—you’ll have them all at your fingertips.
Horizontal Videos: Perfect for your Facebook, LinkedIn, and Twitter posts. Organize them here so you’re always prepared to upload or share on your chosen platform.
Important Docs: Keep all those key documents like contracts, agreements, and other crucial files in one secure place. Easy to find, easy to share, and super organized.
Brand Assets: Your go-to spot for logos, fonts, color schemes, and illustrations. This ensures that everything you and your team produce stays on-brand and consistent across the board.
Scheduler Exports: Archive your content plans by date so you can always look back and see what was posted when. It’s all about making your life easier when planning future content.
Monthly Content: Want to keep your content streamlined? Organize your posts by month (like “Content 06/2024”) so you can track and manage your output with zero stress.
Monthly/Yearly Reports: Keep your reports in one neat spot for easy access anytime you need to compare data or check your progress. No more digging through endless files.
Product Presentations: Keep all your product decks in one place, ready to share or reference whenever you need to make a pitch or start a new campaign.
Competitor Analysis: Stay ahead of the game by organizing insights, reports, and analysis of your competitors in a dedicated folder. It's all about knowing what’s happening in your industry and staying one step ahead.
Bonus Tips:
Team Folders: Create shared folders for projects or campaigns so everyone’s on the same page. Collaboration becomes a breeze when everyone has access to the same resources.
Archived Content: Don’t lose track of older content that might still be useful. Store it here for easy reference, inspiration, or those awesome #ThrowbackThursdays.
Templates: Save all your frequently used templates in one place. Whether it’s for emails, social posts, or presentations, having them ready to go saves tons of time.
Learn more 👉 Files: Get organized
With these folders, keeping your digital workspace tidy and efficient will be a breeze. Whether you’re organizing content, tracking competitor moves, or ensuring your brand stays consistent, you’ll be fully equipped to handle it all.
Benefits of Using ZoomSphere Files:
Shared Storage: Keep all your essential files in one easily accessible place.
Easy Collaboration: Share and collaborate on files with your team seamlessly.
Smooth Workflow: Integrate files directly into posts, chats, notes, tasks, and comments without juggling multiple platforms.
Limitations
Default maximum upload size per team: 10 GB
maximum size per file: 2 GB per file.