---
title: "Manage project media files and forms"
slug: "manage-project-media-files-and-forms"
updated: 2026-10-15T00:40:44Z
published: 2026-10-15T00:40:44Z
canonical: "help.servicetitan.com/manage-project-media-files-and-forms"
---

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

# Manage project media files and forms

## Overview

Use the *Documents* section to group related files and folder templates, reducing search time and ensuring consistency across projects. It centralizes access to all forms, photos, and attachments, provides folder-level permission control, and eliminates the need for external storage.

[Manage project media files and forms Video](https://fast.wistia.net/embed/iframe/tynxjq1wve?web_component=true&seo=true&videoFoam=false)

---

### 

#### Who uses this feature

- Project managers, project coordinators, and project teams
- Primarily for Residential Construction and Commercial Construction business types

#### Feature configuration

- Account configuration is required to use this feature. Please contact [Technical Support](http://go.servicetitan.com/ask) for details.

## Things to know

- Technicians can only view project-related documents and media [in the ServiceTitan Field Mobile App](/construction/docs/manage-project-related-documents-and-media-in-the-servicetitan-field-mobile-app).
- When uploading files, keep in mind:
  - **Maximum file size:** 250 MB per file
  - **Total upload limit:** 1 TB per batch
  - **Number of files:** Unlimited
- You can upload the following file types: .avi, .jpg, .jpeg, .gif, .png, .webp, .3gp, .rup, .dng, .heic, .heif, .tif, .tiff, .jfif, .pdf, .mov, .mp4, .doc, .xls, .docx, .xlsx, .ppt, .pptx, .mp3, .htm, .html, .vcf, .txt, .xml, .csv, .smil, .msg, .eml, .mhtml, .dwg, .dxf, .ifc, .rvt, .nwd, .sdr
- ​​Any file not stored in a folder is visible to everyone, regardless of permissions.

## Benefits and key features

- **Organized folder structure**: Hierarchical foldering with support for folders and sub-folders to ensure efficient content organization.
- **Breadcrumb navigation**: Easy-to-use breadcrumb navigation to quickly understand and navigate the folder structure.
- **Reusable folder templates**: Ability to create and apply custom folder templates for consistent organization across projects.
- **File mobility**: Seamlessly move files from one folder to another to maintain an optimal organization.
- **Dedicated sections**: Two separate sections – *Media & Attachments* and *Forms* – for better categorization and quick access to relevant content.
- **File thumbnails with visible names**: Thumbnails display file names for enhanced clarity and quick identification of content.

## Manage document permissions

The *Document Management* permission lets you control who can view specific folders and files in a project. By applying permissions at the folder level, you can ensure sensitive information is visible only to the appropriate employees. **Note:** *Permissions apply at the folder level. All files and subfolders inside a folder inherit its permission settings.*

To enable permissions:

1. Go to the top toolbar and click **Settings** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-gnav-settings-inactive.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D).
2. In the side panel, click **Operations > Document Management**.
3. Select one of the two permissions:
  1. **Office & Technician:** Allows both office employees and technicians to view the folder and its contents. This is the default setting.
  2. **Office:** Restricts access so only employees with access to the Office can view the folder and its contents. ![Document management interface showing folder permission options for roles.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-33yk9hxq.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)

## Manage media and attachments

1. In the *Project* section, click **Documents, Forms, Media & Attachments**. You can view image and video file names before opening the file. ![Project management interface displaying documents, forms, and recent media attachments.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-2jctg82q.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)

### Upload files

There are two options to upload a file:

Option 1:

In the *Documents* section, click **Upload File** and upload a file from your computer.

![Document management interface showing options to add forms and upload files.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-dqg71735.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)

Option 2:

1. In the *Documents* section, click **View all documents and folders**. ![Overview of document categories with a highlighted button to view all items.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-69ywn838.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)
2. In the *Project Documents* section that opens, click **Add New** and select **Upload file. ![Menu options for adding folders and uploading files in a media management interface.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-24h84l6y.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)**

### Work in the Media & Attachments section

In the *Media & Attachments* section, you can:

- Rename files
- Send files by email

> [!NOTE]
> **Note:** If you want to customize the email text when emailing project documents, go to **Settings > Invoicing > Email** and click the **Document** tab.
- Download files
- Move files from one folder to another
- Delete files
- Change permissions
- Save folder structure as a template
- Filter and search for files
- Show file details ![List of media files with options to delete, move, and change permissions.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-qzejrsvd.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)

## Manage folders

You can organize all your files into folders and subfolders. A parent folder marked with the *Office Only* permission can’t contain subfolders marked with the *Office and Technician* permission. However, a non-restricted parent folder can contain a restricted subfolder.

### Add a folder

When you create a new folder, it inherits the default permission setting.

> [!NOTE]
> **Note:** Changing a folder’s permission shows a warning, since it overwrites inherited settings.

1. In the *Media & Attachments* section, click **Add Folder** or click **Add New > Add Folder**. ![Interface showing options to add folders in media and attachments section.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-vvcp1g67.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)

2. In the *New Folder* window that opens, enter the folder name and click **Create**.

![A dialog box for creating a new folder named 'Duct-Specs' with options.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-88xqsye6.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)

### Change folder permissions

> [!NOTE]
> **Note:** Folders viewable by technicians are marked with ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-build.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D) .

1. Select a folder and click **Change Permissions**.
2. In the window that opens, change the folder permission. ![Change permissions dialog showing options for folder access settings.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-q66g8tuu.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)
3. When finished, click **Save**.

### Move a folder

> **Note:** Warnings appear if you move a file or folder to a location with different permissions.

1. Select a file you want to move to another folder.
2. Click![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-more-vert.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)and select the **Move** option from the dropdown. ![File management interface showing options to move and manage project-related images.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-01txtd8m.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)
3. In the window that opens, select the folder you want to move.
4. When finished, click **Move**. ![Moving a file from Contract Documents to selected folders like RFIs or Plans Sets.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-nfz52k0k.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)

### Save folder as a template

To streamline project setup, you can save the folder structure as a template, eliminating the need to recreate folders manually for similar projects.

1. In the *Media & Attachments* or *Forms* section, click![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-more-vert.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D) and select **Save folder structure as a template**. ![User interface showing options to save folder structure as a template in documents.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-hlhks4r8.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)
2. In the *New Folder Structure Template* window that opens, enter the template name.
3. When finished, click **Save Template**. ![Template creation for HVAC Retrofit folder structure with contract documents listed.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-iw8dxusy.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)

Now, you can use the saved template structure in the new project.

1. Select a new project.
2. Go to the **Documents** section and click **View all documents and folders**.
3. In the *Media & Attachments* section, click **Add New > Add folder from templates. ![Menu options for adding folders and files in a document management system interface.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-ibcghctt.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)**
4. In the window that opens, search for the saved template. ![Select a folder structure template for Media & Attachments in the interface.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-8lmsl0gi.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)
5. Select the template and click **Apply template**. ![Select HVAC Retrofit Template from the folder structure options for project organization.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-yv8hdc0u.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)

## Manage forms

There are two options to add a form:

Option 1:

1. In the *Documents* section, click **+Add Form**. ![User interface displaying document categories with an option to add a form.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-mzj948jj.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)
2. In the window that opens, click **Add** to select a form. ![A user interface displaying various forms available for selection, including checklists and PDFs.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-wkus0uz4.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)
3. In the form that opens, set up your form.
4. When finished, click **Save**.

Option 2:

1. In the *Documents* section, click **View all documents and folders**. ![Overview of document categories with a highlighted button to view all items.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-fn7qqk2u.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)
2. In the *Project Documents* section that opens, select the **Forms** section.
3. Click **+Add Form. ![User interface displaying forms with an option to add a new form.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-3kb5tcpg.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)**
4. Repeat steps 2-4.

### Work in the Forms section

In the *Forms* section, you can:

- View forms
- Email forms
- Print forms
- Delete forms

> [!NOTE]
> **Note:** You can’t move forms and they won’t appear in folders.

**![List of forms with options to print or delete each entry displayed.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-project-media-files-and-forms-image-1k127pbx.png?sv=2026-02-06&spr=https&st=2026-10-31T01%3A36%3A53Z&se=2026-10-31T02%3A36%3A53Z&sr=c&sp=r&sig=Yui6qaS1tijtqzj9Zlekmqa%2FOYCpA1%2Bgmf7JFG4g7O0%3D)**

## FAQ

---

### 

#### How do I enable the Document Management and File Migration feature for my ServiceTitan account?

Please reach out to your Customer Success Manager for more details.

#### Is project document management available in ServiceTitan Mobile?

No, it's not. It's only available in the [ServiceTitan Field Mobile App](/construction/docs/manage-project-related-documents-and-media-in-the-servicetitan-field-mobile-app).

#### Why don't email template placeholders, such as ({BusinessUnitName} or {BusinessUnitPhoneNumber} work when emailing documents from projects?

Add a job to the project to preview and email business unit details.