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Effective File Management

Learn how to organize, manage, and optimize your files in Hubsy Cloud for maximum efficiency.

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File Organization Strategies

Folder Structure

Create logical hierarchies for easy navigation

Naming Conventions

Use consistent, descriptive file names

Tags & Labels

Categorize files for quick filtering (coming soon)

Search & Filter

Find files quickly with powerful search

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Creating a Folder Structure

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Best Practices

1

Plan Your Hierarchy

Before creating folders, plan your structure:
  • Think about how you’ll access files
  • Consider who needs access
  • Keep it simple (3-4 levels max)
  • Use broad categories at the top
2

Create Main Categories

Start with top-level folders:
  • Work Projects
  • Personal Documents
  • Photos & Videos
  • Archives
3

Add Subcategories

Break down main categories:
  • Work Projects → Clients → [Client Name] → [Project]
  • Personal → Taxes → [Year]
  • Photos → [Year] → [Event]
4

Maintain Consistency

Keep structure consistent across folders:
  • Use similar patterns
  • Follow the same depth
  • Apply same naming conventions

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Example Structures

📁 Documents
  📁 Financial
    📁 Taxes
      📁 2024
      📁 2023
    📁 Receipts
  📁 Personal
    📁 Medical
    📁 Legal
📁 Photos
  📁 2024
    📁 Vacation-Hawaii
    📁 Birthday-Party
  📁 2023
📁 Work
  📁 Projects
  📁 Contracts
  📁 Invoices

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File Naming Conventions

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Naming Best Practices

Create clear, consistent file names:
Bad: doc1.pdf, image.jpg, final.docxGood: invoice_acme_corp_2024-01.pdf, logo_blue_300x300.png, proposal_website_redesign_v3.docx
Use ISO format (YYYY-MM-DD) for sortability:
  • 2024-01-15_meeting_notes.txt
  • report_2024-Q1.pdf
  • backup_2024-12-25.zip
Track different versions:
  • contract_v1.docx, contract_v2.docx
  • design_draft.psd, design_final.psd
  • proposal_review1.pdf, proposal_review2.pdf
Stick to letters, numbers, hyphens, and underscores:
  • Use: client_project_2024.pdf
  • Avoid: client's project (2024).pdf
Choose a convention and stick to it:
  • Either camelCase or snake_case
  • Either YYYY-MM-DD always
  • Either version numbers or dates

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Naming Templates

Use these templates for consistency:
  • Documents: [date]_[description]_[version].[ext]
  • Images: [description]_[size]_[variant].[ext]
  • Projects: [client]_[project]_[type]_[date].[ext]
  • Reports: [type]_[period]_[department].[ext]

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File Operations

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Moving Files

Organize files by moving them:
  1. Drag and Drop: Click and drag files to folders
  2. Cut and Paste: Right-click → Cut, then Paste in destination
  3. Bulk Move: Select multiple files, move to folder
  4. Keyboard: Select file, press M for Move dialog
Hold Shift to select a range, or Ctrl/Cmd to select multiple files.

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Copying Files

Create duplicates when needed:
  • Right-click → Duplicate
  • Select file, press Ctrl/Cmd + D
  • Drag while holding Alt/Option
Copying files uses additional storage. Consider linking instead for large files.

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Renaming Files

Keep names up to date:
  1. Single file: Right-click → Rename, or press F2
  2. Bulk rename: Select multiple files → Bulk Actions → Rename
  3. Use patterns for bulk: file_1.jpg, file_2.jpg, etc.

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Deleting Files

Remove unwanted files:
  1. Select files to delete
  2. Press Delete or right-click → Delete
  3. Files move to Trash
  4. Empty Trash to permanently delete
Files in Trash are kept for 30 days, then permanently deleted. Recover from Trash if needed.
Find files fast:
  • Press / to open search
  • Type filename or content
  • Filter by type, date, size
  • Sort results by relevance
Use filters for precise results: 
filename:invoice

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Saved Searches

Save frequently used searches:
  1. Perform search
  2. Click “Save Search”
  3. Name your search
  4. Access from sidebar

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File Views

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List View

Detailed file information:
  • File name and type
  • Size and date modified
  • Quick actions
  • Sortable columns

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Grid View

Visual thumbnail preview:
  • Large thumbnails
  • Quick preview
  • Ideal for images/videos
Full-screen image viewing:
  • Slideshow mode
  • Zoom and pan
  • Share directly

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File Preview

Preview files without downloading:

Documents

PDF, DOCX, TXT - Full document preview with scroll

Images

JPG, PNG, GIF - Full resolution with zoom

Videos

MP4, MOV - In-browser video player

Audio

MP3, WAV - In-browser audio player

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File Information

View detailed file information:
  1. Select a file
  2. Click “Info” or press I
  3. View:
    • File size and type
    • Created and modified dates
    • Sharing status
    • Storage location
    • Download count

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Tips for Efficiency

Mark frequently accessed files/folders as favorites:
  • Quick access from sidebar
  • Shows up first in search
  • Pin to top of file list
Access recently viewed files:
  • See last 50 accessed files
  • Quick return to work
  • Filter by type or date
Master these shortcuts:
  • N - New folder
  • U - Upload file
  • F2 - Rename
  • Del - Delete
  • / - Search
  • Space - Quick preview
Work with multiple files:
  • Select all: Ctrl/Cmd + A
  • Move multiple files at once
  • Bulk delete
  • Batch download as ZIP

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Next Steps

Folder Organization

Deep dive into folder organization strategies

Sharing Files

Learn how to share and collaborate