Files: Overview – PocketSmith Learn Centre

Files overview

When it comes to tracking one’s financial life, we understand that there are often important documents, photos, or videos that accompany it.

Our Files feature helps by allowing you to attach files to your transactions and/or budgets, keeping all your important information together in one place.

The Files page

On the Files page, you can see an overview of all files uploaded into your PocketSmith.

You can filter the files you are viewing through the files search bar, with the sidebar options, by labels or categories. You can easily download, label or delete files in bulk. Read on as we go into more details throughout this overview guide.

When previewing a file on the Files page, you can:

Rename its display title

See metadata

Mark it as important

Star it

View what it’s attached to

Remove assignments

Download it

Delete the file

Attaching a file through a transaction or a budget event

When assigning a file to a transaction on the Transactions page or to a budget event on the Calendar page, this uses a compact version of the file page.

You can see files already attached, browse existing files, upload new ones, and attach files directly from the modal.

Understanding files attached to a budget event

For budgets, file associations are tied to a budget event rather than just a single fixed instance.

This means if a budget moves or its period changes, relevant files can remain associated as long as the file’s assigned date falls within the new budget period.

Attaching a file to multiple objects

A single file can be associated with multiple transactions or budget events. For example, you could upload one insurance policy document and attach it to several related transactions and budget events.

You will need to attach the file to each transaction or budget event one at a time.

Supported file types

Documents: CSV, TXT, Markdown, DOCX, OpenDocument formats, XLSX, ODS, PDF

Images: PNG, JPEG, HEIC, GIF, WebP

Video: MOV, MP4

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Note

The maximum file size for attachments is 100MB 💾

Uploading files

You can upload files directly onto the Files page, from the Transactions page or from the Calendar page.

Uploading files on the Files page

Head to the Files page (Manage > Files)

Click Upload to open the upload window

Select the files you would like to upload and Open

After your files have uploaded click Done to close the window or Upload to upload more

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Tip

Uploading on the Starred tab:

If you upload a file directly from the Starred tab, the file will upload with this option already selected.

Note: You need to use the Upload option (dragging and dropping to upload the file on this page will not automatically select the starred option).

Uploading on the Marked as important tab:

If you upload a file directly from the Important tab, the file will upload with this option already selected.

Note: You need to use the Upload option (dragging and dropping to upload the file on this page will not automatically select the Marked as important option).

Uploading and/or attaching file to a transaction

You can upload and/or attach a file to a transaction from the Transactions page.

When a file has been assigned to a transaction, this will be displayed in the file preview with the transaction icon:

To upload and assign a new file to a transaction

Head to the Transactions page

Open a transaction card

Select the Upload icon

Select your file(s) and Open

The file(s) will be pre-selected

Click Attach X file(s)

The file(s) will now be assigned to the transaction. This is indicated by the paperclip icon.

To assign an already uploaded file to a transaction

Head to the Transactions page

Open a transaction card

Select the All files icon

Select the file(s)

Click Attach X file(s)

The file(s) will now be assigned to the transaction. This is indicated by the paperclip icon.

Uploading and/or attaching a file to a budget event

You can upload and/or attach a file to a budget from the Calendar page.

When a file has been assigned to a budget event, this will be displayed in the file preview with the dollar sign icon:

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Note

You need to use the Advanced mode budget form.

To upload a new file to a budget event

Head to the Calendar page

Click on the budget event you would like to assign a file to

Click the Upload icon

Select the file(s) and Open

Click Attach X file(s)

The file(s) will now be assigned to the budget event. This is indicated by the paperclip icon on the calendar event.

To assign an already uploaded file to a budget event

Head to the Calendar page

Open the budget form you would like to assign a file to

Click the All files icon

Select the file(s) and Open

The file(s) will be pre-selected

Click Attach X file(s)

Drag and drop to upload files

Drag and drop a file to upload your files - from any page

You can drag and drop a supported file from your computer onto any page in PocketSmith, and this will upload to your files.

Drag and drop files from the Files page

You can drag and drop a supported file from your computer onto the Files page to upload it.

Drag and drop a file to upload to the File inbox and onto a transaction - from the Transaction page

When on the transactions page, you can upload a supported file your files but also assign it to a transaction at the same time by dropping the file onto the specific transaction:

Drag and drop a file to upload to the File inbox and onto a budget event - from the Calendar

When on the Calendar, you can upload a supported file to your files but also assign it to a budget event at the same time by dropping the file onto the opened budget event:

Editing files

You can rename a file’s title, add a description or label, and mark it as starred or important to help keep things organised.

Below are some of the ways you can edit your files:

Change the file title

Add a description

Star file

Mark important

Assign a label

Download the file

Delete the file

Unassign from a transaction or budget if assigned

File details

Click to Save changes

File preview

Editing files from the Files page

Head to the Files page (Manage > Files)

Open the file you would like to edit

Make any changes you would like

Click Save changes

Click Close

Editing files from a transaction

Head to the Transactions page

Open the transaction with the file you would like to edit

You can open the file by selecting the Attached files paperclip icon or by clicking onto the file itself

Make any changes you would like

Click Save changes

Click Close

Editing files from a budget event

Head to the Calendar page

Open the budget with the file you would like to edit

Select the Attached files paperclip icon or by clicking onto the file itself

Open the file

Make any changes you would like

Click Save changes

Click Close

Files search

Search your files on the Files page by specific criteria, or by a combination of multiple criteria.

For example, I could search for all PDF files (filtered by file type) uploaded this month (filtered by date range), with a particular label and category:

Search by keywords

Use the search bar to look up files that contain particular keywords mentioned in the file title, filename, type or description.

Search by date

Filter your search results by date to help track down uploaded files.

You can search for files:

Uploaded within a particular date range

Uploaded since a particular date

Uploaded before a particular date

Searching for files by file type

Easily look up files by their file type using the file type search criteria.

Files sidebar: Overview

Files sidebar: All files

View all uploaded files.

Files sidebar: Recently uploaded

View all recently uploaded files here. A file is considered recently uploaded if it was uploaded within the last 7 days.

Files sidebar: Important

Important files are intended for important, long-term financial documents, such as insurance policies, mortgage documents, legal documents, or power of attorney files.

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Tip

If you upload a file directly from the Important tab, the file will upload with this option already selected.

Note: You need to use the Upload option (dragging and dropping to upload the file on this page will not automatically select the Marked as important option).

How to mark or unmark a file as important

Mark a file as important from the Files page

Head to the Files page (Manage > Files)

Find the file in the list

Select the Mark important bookmark icon

Mark a file as important from within a file

Head to the Files page (Manage > Files)

Open the file

Select the Mark important option

Mark a file as important - from a transaction

Head to the Transactions page

Open the transaction with the file you want to mark as important

Click either the file preview or the Attached files paperclip icon and select the file

Select the Mark important option

Mark a file as important - from a budget event

Head to the Calendar

Open the budget with the file you would like to mark as important

Click either the file preview or the Attached files paperclip icon and select the file

Select the Mark important option

Files sidebar: Starred

Starred files are temporary markers. Star a file you would like to come back to later for processing.

How to star or unstar a file

Star a file from the Files page

Head to the Files page Manage > Files

Find the file in the list

Select the Star icon

Star from within a file

Head to the Files page (Manage > Files)

Open the file

Select the Star file option

Star a file - from a transaction

Head to the Transactions page

Open the transaction with the file you want to star

Click either the file preview or the Attached files paperclip icon and select the file

Select the Star file option

Star a file - from a budget event

Head to the Calendar

Open the budget with the file you would like to star

Click either the file preview or the Attached files paperclip icon and select the file

Select the Star file option

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Tip

If you upload a file directly from the Starred tab, the file will upload with this option already selected.

Note: You need to use the Upload option (dragging and dropping to upload the file on this page will not automatically select the starred option).

Files sidebar: Unattached

Here you will find all uploaded files that haven’t yet been assigned to a transaction or budget event.

Files sidebar: All attached files

This will show you all your files that have been assigned to a transaction or budget event.

Files sidebar: Emailed files

You can email files directly to your Files inbox.

For more information on setting up the Files inbox, please see: Files inbox.

A notification will show in-app when a file has been emailed to your PocketSmith account.

You will find all emailed files under the Emailed files tab.

Files sidebar: Labels

You can add labels to help organise and easily locate your files.

Adding a label to a file

You can add multiple labels to a single file, and you can add a single label to multiple files in one go.

Add a label - the Files page

Head to the Files page (Manage > Files)

Open the file you would like to add a label to

In the Labels box add an existing label or create a new one

Click Save changes

Add a label - from a transaction

Head to the Transactions page

Open the transaction with the file you want to add a label to

Click either the file preview or the Attached files paperclip icon and select the file

Select or create a new label

Click Save changes

Add a label - from a budget event

Head to the Calendar

Open the budget with the file you would like to add a label to

Click either the file preview or the Attached files paperclip icon and select the file

Select or create a new label

Click Save changes

Adding a label to multiple files

Head to the Files page (Manage > Files)

Tick the checkbox of the files you would like to add a label to

Once a file(s) is ticked a Labels option will open

Select an existing label or create a new one

If creating a label click Create X

Click Apply

Removing a label from a file

Remove a files label - via the Files page

Head to the Files page (Manage > Files)

Open the file with a label you would like to remove

Delete the label from the file by clicking the X in the Labels box

Click Save changes

Remove a files label - via a transaction

Head to the Transactions page

Open the transaction with the file you want to remove a label from

Click either the file preview or the Attached files paperclip icon and select the file

Click the X next to the label you want to remove

Click Save changes

Remove a files label - from a budget event

Head to the Calendar

Open the budget with the file you would like to remove a label from

Click either the file preview or the Attached files paperclip icon and select the file

Click the X next to the label you want to remove

Click Save changes

Replace a files label

In PocketSmith, if you would like to edit the name of a label, you will actually need to replace it by removing the original label and adding your new label.

Here’s how, using an example: I would like to change my Work expenses label to Dunedin trip.

Head to the Files page (Manage > Files)

Using the Labels tab from the sidebar, select the label you would like to replace. This will show you all files with the label assigned.

Tick the checkbox to select all files.

Click into the Labels option.

Tick or create the new label that you would like instead.

Untick the label you would like to delete.

Click Apply

This will remove the unticked original label from all previously assigned files and delete it altogether, and assign your new label at the same time.

Deleting a files label

You can delete a label that you no longer need from the Files page.

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Warning

Deleting a label cannot be undone.

To delete a file, you need to remove it from all files it has been assigned to. Deleting a label will not delete the files that it was attached to. Here’s how.

Head to the Files page (Manage > Files)

Using the Labels tab from the sidebar, select the label you would like to delete. This will show you all files with the label assigned.

Tick the checkbox to select all files.

Click into the Labels option.

Untick the label you would like to delete.

Click Apply

This will remove the label from all previously assigned files and delete it altogether.

Files sidebar: Categories

Filter files by your categories to view all files attached to a transaction or budget that is assigned to that particular category.

For example, I can easily view any transactions or budget events in my Work expenses category with a file attached by selecting this category from the sidebar:

Files storage limits

There is a file usage indicator showing how much storage has been used and what space remains. This file limit is dependent on your PocketSmith plan.

PocketSmith Plan	Storage Limit
Free	250 MB
Foundation	3 GB
Flourish	15 GB
Fortune	50 GB

Unattach a file from a transaction or a budget event

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Note

Unattaching a file from a transaction or budget only removes the assignment.

The file itself remains available unless it is deleted.

Unattach a file from a transaction

There are several ways to unattach a file from a transaction.

Unattach a file from a transaction from the Files page

Head to the Files page (Manage > Files)

Open the file you would like to remove from a transaction

Hover over the Unattach icon and click Unattach

Click Confirm

Unattach a file from a transaction on the Transaction page - from the file preview

Head to the Transactions page

Open the transaction with the file you want to attach

Hover over the file preview and select the three dots and then Unattach

Click Confirm

Unattach a file from a transaction on the Transaction page - from the Attached files

Head to the Transactions page

Open the transaction with the file you want to unattach

Click either the file preview or the Attached files paperclip icon and select the file

Hover over the Unattach icon and click Unattach

Click Confirm

Unattach a file from a budget event

You can remove a file from a budget event from the Files page or the Calendar.

Unattach a file from a budget event from the Files page

Head to the Files page (Manage > Files)

Select the file you would like to remove from a budget

Hover over the Unattach icon and click Unattach

Click Confirm

Unattach a file from a budget event from the Calendar - from the file preview

Head to the Calendar

Open the budget with the file you would like to remove

Hover over the file preview and select the three dots and then Unattach

Click Confirm

Unattach a file from a budget event from the Calendar - from the Attached files

Head to the Calendar

Open the budget with the file you would like to remove

Click either the file preview or the Attached files paperclip icon and select the file

Hover over the Unattach icon and click Unattach

Click Confirm

Deleting a file

Deleting a file will remove it fully from your PocketSmith, including from any transactions or budgets it may be assigned to.

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Warning

Deleting a file(s) cannot be undone, so tread carefully before confirming.

Deleting a file from the Files page

Deleting file(s) via the Files page

Head to the Files page (Manage > Files)

Tick the checkbox next to the file(s) you would like to delete

Select Delete

If you are sure you would like to proceed, click Confirm

Deleting a file from within a file

Head to the Files page (Manage > Files)

Open the file you would like to delete

Hover over the trashcan icon and then select Delete

If you are sure you would like to proceed, click Confirm

Deleting a file via the Transactions page

Head to the Transactions page

Open the transaction with the file you want to delete

Click either the file preview or the Attached files paperclip icon and select the file

Hover over the trashcan icon and then select Delete

Click Confirm

Deleting a file via the Calendar page

Head to the Calendar

Open the budget with the file you would like to delete

Click either the file preview or the Attached files paperclip icon and select the file

Hover over the trashcan icon and then select Delete

If you are sure you would like to proceed, click Confirm

Easily download your files when needed. There are a few ways to download your files, which we go into below.

Download all files

You can download all files uploaded to your PocketSmith account from the Files page.

Head to the Files page (Manage > Files)

Select Download all

A summary will pop up, click Confirm if you would like to proceed

Once your files are finished processing, you will receive an in-app notification and an email to the email address used for your PocketSmith account with a link to download your files. These will download as a .zip file.