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.

Things to know

• Technicians can only view 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 .

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.
      

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.
   

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.

Option 2:

1. In the Documents section, click View all documents and folders.
   

2. In the Project Documents section that opens, click Add New and select Upload file.
   

Work in the Media & Attachments section

In the Media & Attachments section, you can:

• Rename files

• Send files by email

  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
  

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: 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.
   

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

Change folder permissions

Note: Folders viewable by technicians are marked with .

1. Select a folder and click Change Permissions.

2. In the window that opens, change the folder permission.
   

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. Clickand select the Move option from the dropdown.
   

3. In the window that opens, select the folder you want to move.

4. When finished, click Move.
   

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 and select Save folder structure as a template.
   

2. In the New Folder Structure Template window that opens, enter the template name.

3. When finished, click Save Template.
   

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.
   

4. In the window that opens, search for the saved template.
   

5. Select the template and click Apply template.
   

Manage forms

There are two options to add a form:

Option 1:

1. In the Documents section, click +Add Form.
   

2. In the window that opens, click Add to select a form.
   

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.
   

2. In the Project Documents section that opens, select the Forms section.

3. Click +Add Form.
   

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: You can’t move forms and they won’t appear in folders.