Upload and Download Files

You can upload files to Rentman, allowing your crew members to download them at a later moment or while on location. You can use the file management system to store maps (of your locations), riders, and scenarios (of your projects).

You can add files in the following (sub)modules:

• table_chart Projects
• swap_horizontal_circle Subrentals
• monetization_on Purchase orders
• category Equipment and Serial numbers
• contact_phone Contacts and Contact persons
• assignment_turned_in Tasks 
• group Crew members
• local_shipping Vehicles
• build Repairs, Inspections, and Lost equipment

This article explains how to add and download files, as well as organize your files using folders.-

Add a file

Additional rights are required for adding or downloading files. Read more about this in our article about Power users.

1. Go to a module, for example, the table_chart Projects module.
2. Double-click on an item (a project, equipment item, contact, etc.) to open it.
3. Scroll down and select Files.
4. Drop the file in the Files section or c lick on the drop-down arrow next to the blue button to change the primary action of the button and select + Add file
5. Save

You can also add files to folders:

1. Go to a module, for example, the table_chart Projects module.
2. Double-click on an item (a project, equipment item, contact, etc.) to open it.
3. Scroll down and select Files.
4. Select the parent folder and click on upload Add file.
5. Choose the file and it will be added to the selected folder.

Rentman Tip: You can use a hotkey to quickly add a file. Learn more here.

Download files

1. Go to a module, for example, the table_chart Projects module.
2. Double-click on an item (a project, equipment item, contact, etc.) to open it.
3. Scroll down and select Files.
4. Find the file and click on more_vert more options.
5. Select cloud_download Download

Organize files

To keep your files structured and easy to navigate, you can create folders in Rentman and organize your files within them. This helps you maintain a clear overview, especially in larger projects where many files are uploaded.

Using folders is particularly useful when working with projects that include multiple subprojects. Subproject folders are automatically created for you whenever a subproject is added, helping keep your file list organized. This prevents clutter and makes it easier for everyone on your team to quickly find the correct information within each subproject.

Note: Project documents such as quotes, invoices, packing slips, etc, cannot be moved to a different folder.

Add a folder

1. Go to a module, for example, the table_chart Projects module.
2. Double-click on an item (a project, equipment item, contact, etc.) to open it.
3. Scroll down and select Files.
4. C lick on the drop-down arrow next to the blue button to change the primary action of the button and select   folder Add folder
5. Type in a name for the folder.
6. Choose whether the folder should be marked as Confidential.
   Note: Marking a folder as Confidential makes all its contents confidential. Non-confidential folders can contain both confidential and non-confidential files and folders. Only users with the user role permission to Download all files can see confidential folders.
7. (Optional) Select a parent folder if you want to place your new folder inside an existing one.
8. Save

You can also add folders within other folders:

1. Go to a module, for example, the table_chart Projects module.
2. Double-click on an item (a project, equipment item, contact, etc.) to open it.
3. Scroll down and select Files.
4. Select the parent folder and click on upload Add folder.
5. Type in a name for the folder.
6. Choose whether the folder should be marked as Confidential.
   Note: Marking a folder as Confidential makes all its contents confidential. Non-confidential folders can contain both confidential and non-confidential files and folders. Only users with the user role permission to Download all files can see confidential folders.
7. Save

Add a file to a folder / move a file to another folder

1. In the Files section, select a file and click on more_vert more options.
2. Click on edit Edit
3. In the edit pop-up, select a folder.
4. Save

Delete a file

1. In the Files section, select a file and click on more_vert more options.
2. Click on delete Delete.
3. Read the pop-up and click on Ok
4. Save

Delete a folder

1. In the Files section, select a folder and click on more_vert more options.
2. Click on delete Delete.
3. Read the pop-up and click on Ok
4. Save

Note: Deleting a folder will also delete all the files it contains.

Get extra disk space

Files that you upload to Rentman take up disk space. The amount of disk space available for your account depends on your Rentman license.

Disk space is only consumed by uploaded files, and documents that you've generated (quotations, invoices, etc.). When you approach the limit for your disk space, you will receive a notification. In that case, you can either delete some files or purchase additional disk space.

View used disk space

1. Go to the settings Configuration module > Account > License.

Get additional disk space

1. Follow the steps to upgrade your plan. During this process, you can fill in how much extra disk space you want.