Redbooth’s workspaces are the center of activity for your project. From dividing up your team’s workload to creating subtasks to mark off smaller parts of a task, collaborating in a workspace means you have one location to keep all of your project’s information.
As with any project, it is necessary to share images or documents. While not being a dedicated file storage system, Redbooth integrates with popular third-party file storage parties such as Google Drive and Dropbox. This means that you can keep your files stored safely at all times, while easily sharing them with your colleagues.
How to best share files in Redbooth
The easiest way to collaborate on files in Redbooth is to upload from a third-party file storage system such as Google Drive or Dropbox. If you are a Professional or Business user, then you can also share files from Evernote. Doing so means that your file will always be safely secured in its original location.
However, following this method also creates a copy of the attached file which is stored in the Files section of your workspace. This contributes towards your file storage limit: 2GB for free subscriptions; 5GB for Professional subscriptions; 50GB for Business subscriptions.
To avoid this, the best solution is to copy and paste a shareable file link into your tasks or conversations. The reasons for this being the preferred method are as follows:
- The link can be accessed by all members of your workspace
- It does not create a copy of the file in your Files section
- It does not contribute toward your file storage limit
- It facilitates collaboration by allowing members to edit the document directly
How this method can work for you
If your workflow is dependent on working with files, then the following scenarios benefit from the above:
- Do you collaborate with external workers who regularly attach documents that need signing off? They can easily share it in a dedicated task for you to download immediately. You can then delete it from your workspace if you need to save space.
- Do you work with invoices from clients? Create a repeating task, depending on the flow of invoices, and collect them periodically. Transfer them to your Dropbox or Google Drive account and keep them safely stored.
- Do you need your colleagues to comment on or make edits to a document? Share the document link and allow them direct access where they can leave their feedback.
Finally, by keeping all of your files and documents in an external storage system, you do not have to worry about exporting them from Redbooth in the future. Files are not included in any task or workspace export and must be downloaded individually from your workspaces.