> ## Documentation Index
> Fetch the complete documentation index at: https://help.hubsy.cloud/llms.txt
> Use this file to discover all available pages before exploring further.

# File Management Guide

> Master file organization and management in Hubsy Cloud

## Effective File Management

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

## File Organization Strategies

<CardGroup cols={2}>
  <Card title="Folder Structure" icon="folder-tree">
    Create logical hierarchies for easy navigation
  </Card>

  <Card title="Naming Conventions" icon="signature">
    Use consistent, descriptive file names
  </Card>

  <Card title="Tags & Labels" icon="tags">
    Categorize files for quick filtering (coming soon)
  </Card>

  <Card title="Search & Filter" icon="magnifying-glass">
    Find files quickly with powerful search
  </Card>
</CardGroup>

## Creating a Folder Structure

### Best Practices

<Steps>
  <Step title="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
  </Step>

  <Step title="Create Main Categories">
    Start with top-level folders:

    * Work Projects
    * Personal Documents
    * Photos & Videos
    * Archives
  </Step>

  <Step title="Add Subcategories">
    Break down main categories:

    * Work Projects → Clients → \[Client Name] → \[Project]
    * Personal → Taxes → \[Year]
    * Photos → \[Year] → \[Event]
  </Step>

  <Step title="Maintain Consistency">
    Keep structure consistent across folders:

    * Use similar patterns
    * Follow the same depth
    * Apply same naming conventions
  </Step>
</Steps>

### Example Structures

<Tabs>
  <Tab title="Personal Use">
    ```
    📁 Documents
      📁 Financial
        📁 Taxes
          📁 2024
          📁 2023
        📁 Receipts
      📁 Personal
        📁 Medical
        📁 Legal
    📁 Photos
      📁 2024
        📁 Vacation-Hawaii
        📁 Birthday-Party
      📁 2023
    📁 Work
      📁 Projects
      📁 Contracts
      📁 Invoices
    ```
  </Tab>

  <Tab title="Business Use">
    ```
    📁 Clients
      📁 Client-A
        📁 Contracts
        📁 Deliverables
        📁 Communication
      📁 Client-B
    📁 Internal
      📁 HR
      📁 Finance
      📁 Marketing
        📁 Campaigns
        📁 Assets
    📁 Projects
      📁 Project-Alpha
        📁 Design
        📁 Development
        📁 Documentation
    ```
  </Tab>

  <Tab title="Team Use">
    ```
    📁 Departments
      📁 Sales
        📁 Proposals
        📁 Presentations
        📁 Contracts
      📁 Marketing
        📁 Campaigns
        📁 Content
        📁 Graphics
      📁 Development
        📁 Projects
        📁 Documentation
    📁 Shared
      📁 Templates
      📁 Company-Docs
      📁 Resources
    ```
  </Tab>
</Tabs>

## File Naming Conventions

### Naming Best Practices

Create clear, consistent file names:

<AccordionGroup>
  <Accordion title="Use Descriptive Names" icon="file-signature">
    Bad: `doc1.pdf`, `image.jpg`, `final.docx`

    Good: `invoice_acme_corp_2024-01.pdf`, `logo_blue_300x300.png`, `proposal_website_redesign_v3.docx`
  </Accordion>

  <Accordion title="Include Dates" icon="calendar">
    Use ISO format (YYYY-MM-DD) for sortability:

    * `2024-01-15_meeting_notes.txt`
    * `report_2024-Q1.pdf`
    * `backup_2024-12-25.zip`
  </Accordion>

  <Accordion title="Add Version Numbers" icon="code-branch">
    Track different versions:

    * `contract_v1.docx`, `contract_v2.docx`
    * `design_draft.psd`, `design_final.psd`
    * `proposal_review1.pdf`, `proposal_review2.pdf`
  </Accordion>

  <Accordion title="Avoid Special Characters" icon="circle-exclamation">
    Stick to letters, numbers, hyphens, and underscores:

    * Use: `client_project_2024.pdf`
    * Avoid: `client's project (2024).pdf`
  </Accordion>

  <Accordion title="Be Consistent" icon="equals">
    Choose a convention and stick to it:

    * Either `camelCase` or `snake_case`
    * Either `YYYY-MM-DD` always
    * Either version numbers or dates
  </Accordion>
</AccordionGroup>

### 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]`

## File Operations

### 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

<Tip>
  Hold Shift to select a range, or Ctrl/Cmd to select multiple files.
</Tip>

### Copying Files

Create duplicates when needed:

* Right-click → Duplicate
* Select file, press `Ctrl/Cmd + D`
* Drag while holding `Alt/Option`

<Note>
  Copying files uses additional storage. Consider linking instead for large files.
</Note>

### 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.

### 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

<Warning>
  Files in Trash are kept for 30 days, then permanently deleted. Recover from Trash if needed.
</Warning>

## File Search

### Quick Search

Find files fast:

* Press `/` to open search
* Type filename or content
* Filter by type, date, size
* Sort results by relevance

### Advanced Search

Use filters for precise results:

<CodeGroup>
  ```text Search by Name theme={null}
  filename:invoice
  ```

  ```text Search by Type theme={null}
  type:pdf
  type:image
  ```

  ```text Search by Date theme={null}
  modified:2024-01-01
  created:>2024-01-01
  ```

  ```text Search by Size theme={null}
  size:>10mb
  size:<100kb
  ```

  ```text Combine Filters theme={null}
  type:pdf modified:>2024-01-01 filename:contract
  ```
</CodeGroup>

### Saved Searches

Save frequently used searches:

1. Perform search
2. Click "Save Search"
3. Name your search
4. Access from sidebar

## File Views

### List View

Detailed file information:

* File name and type
* Size and date modified
* Quick actions
* Sortable columns

### Grid View

Visual thumbnail preview:

* Large thumbnails
* Quick preview
* Ideal for images/videos

### Gallery View

Full-screen image viewing:

* Slideshow mode
* Zoom and pan
* Share directly

## File Preview

Preview files without downloading:

<CardGroup cols={2}>
  <Card title="Documents" icon="file-lines">
    PDF, DOCX, TXT - Full document preview with scroll
  </Card>

  <Card title="Images" icon="image">
    JPG, PNG, GIF - Full resolution with zoom
  </Card>

  <Card title="Videos" icon="video">
    MP4, MOV - In-browser video player
  </Card>

  <Card title="Audio" icon="music">
    MP3, WAV - In-browser audio player
  </Card>
</CardGroup>

## 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

## Tips for Efficiency

<AccordionGroup>
  <Accordion title="Use Favorites" icon="star">
    Mark frequently accessed files/folders as favorites:

    * Quick access from sidebar
    * Shows up first in search
    * Pin to top of file list
  </Accordion>

  <Accordion title="Recent Files" icon="clock">
    Access recently viewed files:

    * See last 50 accessed files
    * Quick return to work
    * Filter by type or date
  </Accordion>

  <Accordion title="Keyboard Shortcuts" icon="keyboard">
    Master these shortcuts:

    * `N` - New folder
    * `U` - Upload file
    * `F2` - Rename
    * `Del` - Delete
    * `/` - Search
    * `Space` - Quick preview
  </Accordion>

  <Accordion title="Batch Operations" icon="layer-group">
    Work with multiple files:

    * Select all: `Ctrl/Cmd + A`
    * Move multiple files at once
    * Bulk delete
    * Batch download as ZIP
  </Accordion>
</AccordionGroup>

## Next Steps

<CardGroup cols={2}>
  <Card title="Folder Organization" icon="folder-tree" href="/guides/folder-organization">
    Deep dive into folder organization strategies
  </Card>

  <Card title="Sharing Files" icon="share-nodes" href="/guides/sharing-files">
    Learn how to share and collaborate
  </Card>
</CardGroup>