Verk

File Organization

Organize files with folders, labels, and smart search to find what you need quickly

Keep your files organized and accessible with Verk's file management system. Create folders, apply labels, and use powerful search to find files instantly across projects and tasks.

Prerequisites

To organize files effectively, you need:

  • Active Verk account with file storage
  • Files uploaded to tasks or projects
  • Admin or Member role to create organization-wide folders
  • Understanding of your team's file organization needs

File storage overview

Understand where files are stored in Verk:

Storage locations

Files attach to different levels:

Task Files
Attached directly to individual tasks for context.
Project Files
Shared across all project tasks and members.
Organization Files
Accessible to all members across all projects.
Personal Files
Private files visible only to you.

Storage limits

File storage varies by plan:

PlanStorage LimitFile Size LimitFile Types
Free1GB5MB per fileAll common types
Pro50GB50MB per fileAll types
Enterprise500GB+500MB per fileAll types + custom

Check current usage in Settings → Storage.

Folder structure

Create hierarchical folder organization:

Create folders

Organize files into folders:

  1. Navigate to Files in sidebar
  2. Click New Folder
  3. Name your folder (e.g., "Marketing Assets")
  4. Choose location:
  • Project - Folder appears in specific project
  • Organization - Available to all members
  • Personal - Private to you only
  1. Add description (optional)
  2. Click Create

Nested folders

Create folder hierarchies:

Example structure:

 Marketing
├── Campaigns
│ ├── Q1 2024
│ ├── Q2 2024
│ └── Templates
├── Brand Assets
│ ├── Logos
│ ├── Fonts
│ └── Colors
└── Reports
 ├── Monthly
 └── Quarterly

Benefits:

  • Clear organization
  • Easy navigation
  • Consistent structure
  • Scalable as team grows

Folder operations

Manage folders efficiently:

Move folders:

  1. Right-click folder
  2. Select Move
  3. Choose new location
  4. Confirm move

Rename folders:

  • Click folder name to edit
  • Enter new name
  • Press Enter to save

Delete folders:

  • Right-click folder
  • Select Delete
  • Confirm deletion
  • Files move to Trash (recoverable for 30 days)

File types and organization

Organize different file types effectively:

Supported file types

Verk handles all common file formats:

Documents:

  • PDF, DOC, DOCX, TXT, RTF
  • XLS, XLSX, CSV
  • PPT, PPTX
  • Pages, Numbers, Keynote

Images:

  • JPG, JPEG, PNG, GIF, SVG
  • WEBP, TIFF, BMP
  • PSD (preview only)
  • AI, Sketch (with plugins)

Media:

  • MP4, MOV, AVI, WEBM
  • MP3, WAV, AAC
  • Screen recordings

Archives:

  • ZIP, RAR, TAR, 7Z
  • Automatic preview of contents

Code:

  • All text-based files
  • Syntax highlighting
  • Version control integration

Auto-organization

Verk automatically organizes files:

Smart folders:

  • Recent Files - Files from last 7 days
  • Shared with Me - Files others shared
  • My Uploads - Files you uploaded
  • Favorites - Files you starred
  • Large Files - Files > 10MB

Filters by type:

  • Images - All image files
  • Documents - PDFs and docs
  • Videos - Video files
  • Archives - Compressed files

Access smart folders from Files → Filters.

Labels and tags

Add metadata for better organization:

File labels

Tag files with descriptive labels:

  1. Select file
  2. Click Add Label
  3. Choose existing label or create new:
  • Status: Draft, Review, Approved, Final
  • Type: Design, Development, Content, Legal
  • Priority: High, Medium, Low
  • Department: Marketing, Sales, Engineering
  1. Add color for visual identification

Multiple labels:

  • Apply multiple labels per file
  • Filter by label combinations
  • Search by label
  • Batch apply to multiple files

Custom metadata

Add custom fields to files:

Metadata fields:

  • Author - Creator or source
  • Version - File version number
  • Date Created - Original creation date
  • Last Modified - Most recent edit
  • Project - Associated project
  • Tags - Freeform keywords

Configure metadata in Settings → File Management.

File views

Different ways to view your files:

Grid view

Visual preview of files:

  • Thumbnail previews
  • File name below image
  • Quick actions on hover
  • Drag and drop to folders
  • Best for images and designs

List view

Detailed file information:

NameTypeSizeModifiedOwnerLabels
Logo.pngImage245KB2 days agoYouBrand, Final
Report.pdfDocument1.2MB1 week agoSarahReport, Q1

Sortable columns:

  • Click column header to sort
  • Ascending/descending toggle
  • Multi-column sort (Shift+Click)

Preview mode

Quick file viewing:

  1. Click file to open preview
  2. Navigate with arrow keys
  3. View file details in sidebar
  4. Download or share without leaving view
  5. Close with Esc key

Preview features:

  • Images: Zoom, rotate, full-screen
  • PDFs: Page navigation, search within document
  • Videos: Playback controls, speed adjustment
  • Documents: Formatted view with text search

Search and filters

Find files quickly:

File search

Powerful search across all files:

  1. Click Search or press Cmd/Ctrl + F
  2. Type filename, content, or metadata
  3. View instant results
  4. Click to open file

Search operators:

  • type:pdf - Find all PDFs
  • owner:@username - Files by specific user
  • modified:today - Files changed today
  • size:>10mb - Files larger than 10MB
  • label:final - Files with "Final" label
  • in:project-name - Files in specific project

Content search:

  • Searches inside PDFs
  • Indexes document text
  • Searches file names
  • Searches descriptions and comments

Advanced filters

Narrow down file lists:

Filter panel:

  • File type
  • Date range
  • File size
  • Owner/uploader
  • Labels
  • Projects
  • Folders

Save filters:

  1. Apply desired filters
  2. Click Save Filter
  3. Name your filter view
  4. Access from sidebar

Example saved filters:

  • "Marketing images approved this month"
  • "Large files uploaded by design team"
  • "PDFs in review status"

File relationships

Link files to tasks and projects:

Attach to tasks

Connect files to specific work items:

  1. Open task
  2. Drag file into task
  3. Or click Attach File → Select from library
  4. File appears in task attachments
  5. Access from file view shows related tasks

Benefits:

  • Provides context
  • Easy access from task
  • Auto-includes in task exports
  • Visible in task activity feed

Project libraries

Centralized file storage per project:

Create project library:

  1. Open project
  2. Navigate to Files tab
  3. Upload or link existing files
  4. Organize into project-specific folders

Library features:

  • All project members can access
  • Version history per file
  • File permissions inherit from project
  • Bulk operations on project files

File collections

Group related files:

  1. Select multiple files (Cmd/Ctrl + Click)
  2. Click Create Collection
  3. Name collection (e.g., "Q1 Campaign Assets")
  4. Add description
  5. Share collection as single unit

Version control

Track file changes over time:

Version history

Every file update creates new version:

View versions:

  1. Open file details
  2. Click Version History
  3. See list of all versions
  4. Preview each version
  5. Restore previous version if needed

Version information:

  • Upload date and time
  • Uploader name
  • Version number (auto-incremented)
  • File size
  • Change description (optional)

Version comparison

Compare file versions:

For documents:

  • Side-by-side text diff
  • Highlighted changes
  • Track who changed what
  • Restore specific sections

For images:

  • Overlay comparison
  • Swipe between versions
  • Highlight differences
  • Pixel-level comparison (Enterprise)

Version naming

Control version organization:

Auto-versioning:

  • filename.pdf → filename (v2).pdf
  • Original preserved
  • Clear version numbering
  • Prevents accidental overwrites

Manual versions:

  • Upload with version in name
  • Custom version labels
  • Major/minor version support
  • Release candidates

File organization strategies

Best practices for team organization:

Project-based organization

Organize by project lifecycle:

 Project: Website Redesign
├── Discovery
│ ├── Research findings.pdf
│ └── User surveys.xlsx
├── Design
│ ├── Wireframes/
│ ├── Mockups/
│ └── Final designs/
├── Development
│ ├── Specifications/
│ └── Assets/
└── Launch
 ├── Marketing materials/
 └── Documentation/

Department-based organization

Organize by team function:

 Organization Files
├── Marketing
│ ├── Brand Guidelines
│ ├── Templates
│ └── Campaigns
├── Sales
│ ├── Presentations
│ ├── Proposals
│ └── Contracts
├── Product
│ ├── Roadmaps
│ ├── Specifications
│ └── Research
└── Operations
 ├── Policies
 ├── Procedures
 └── Reports

Date-based organization

Organize by time period:

 Reports
├── 2024
│ ├── Q1
│ │ ├── January/
│ │ ├── February/
│ │ └── March/
│ └── Q2
└── 2023
 └── Archive

Troubleshooting

Can't find file

If file is missing:

  1. Check Trash folder
  2. Search by filename
  3. Filter by uploader
  4. Check file permissions
  5. Verify project access
  6. Contact admin if permanently lost

Storage limit reached

When at capacity:

  1. Review largest files
  2. Delete unnecessary files
  3. Archive old projects
  4. Compress large files
  5. Move to external storage
  6. Upgrade plan for more storage

Slow file loading

Improve performance:

  1. Reduce preview quality
  2. Close unused files
  3. Clear browser cache
  4. Check internet speed
  5. Disable preview for large files
  6. Use list view instead of grid

Best practices

Naming conventions

Use consistent file names:

Good examples:

  • 2024-03-15_ClientProposal_Final.pdf
  • logo_square_300x300_v2.png
  • Q1-2024_Sales-Report.xlsx

Naming guidelines:

  • Include dates (YYYY-MM-DD format)
  • Use descriptive names
  • Include version numbers
  • Avoid special characters
  • Use underscores or hyphens instead of spaces

Folder structure

Maintain organized folders:

  • Maximum 3-4 levels deep
  • Consistent naming across projects
  • Archive old folders regularly
  • Document folder purposes
  • Review structure quarterly

Regular maintenance

Keep files organized:

  • Delete duplicates monthly
  • Archive completed projects
  • Review and remove old files
  • Update labels and metadata
  • Consolidate similar folders
  • Check for orphaned files

Security hygiene

Protect sensitive files:

  • Apply appropriate permissions
  • Remove access when members leave
  • Encrypt sensitive documents
  • Use expiring share links
  • Monitor file access logs
  • Regular security audits

Common use cases

Design team workflow

Organize design files effectively:

Structure:

 Design Projects
├── Client Work
│ └── [Client Name]
│  ├── Assets (Logos, photos)
│  ├── Drafts (Work in progress)
│  └── Finals (Approved work)
└── Templates
 └── Reusable design templates

Document management

Manage company documents:

Organization:

  • Policies: HR policies, procedures
  • Contracts: Templates and executed
  • Financial: Invoices, reports, receipts
  • Legal: Agreements, compliance docs

Labels:

  • Status: Draft, Under Review, Approved, Executed
  • Type: Policy, Contract, Invoice, Report
  • Retention: Keep, Archive, Delete

Marketing assets

Store marketing materials:

Categories:

  • Brand assets (logos, colors, fonts)
  • Campaign materials (ads, posts, emails)
  • Content library (articles, videos, images)
  • Templates (presentations, documents)

Metadata:

  • Campaign name
  • Target audience
  • Publication date
  • Performance metrics

Related documentation

On this page

PrerequisitesFile storage overviewStorage locationsStorage limitsFolder structureCreate foldersNested foldersFolder operationsFile types and organizationSupported file typesAuto-organizationLabels and tagsFile labelsCustom metadataFile viewsGrid viewList viewPreview modeSearch and filtersFile searchAdvanced filtersFile relationshipsAttach to tasksProject librariesFile collectionsVersion controlVersion historyVersion comparisonVersion namingFile organization strategiesProject-based organizationDepartment-based organizationDate-based organizationTroubleshootingCan't find fileStorage limit reachedSlow file loadingBest practicesNaming conventionsFolder structureRegular maintenanceSecurity hygieneCommon use casesDesign team workflowDocument managementMarketing assetsRelated documentation