Maurice
9.1 KiB
Documents and Files
Keep tickets, confirmations, vouchers and photos with the trip, and tie each one to the places and bookings it belongs to.
Where to find it
Open the Files tab inside the trip planner, or go straight to /trips/:id/files.
Admin: The Files tab belongs to the Documents addon. Enable it in Admin-Addons.
The tab opens with the same bar as Transports, Bookings, Lists and Costs: Files, the type filters (see Browsing and filtering), then on the right Document sync when a document store is available (see Document sync) and the trash icon (see Trash).
Uploading
Drop files onto the dashed upload area under the bar, click it to open the file picker, or paste an image straight into the tab (Ctrl+V). Several files can go up at once.
When the upload is done and the trip has places or bookings, the Assign File dialog opens for the last file you uploaded, so you can tie it to a place or a booking right away (see Linking files). Close it if the file belongs nowhere in particular.
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Maximum file size: 50 MB per file by default. Videos (mp4, m4v, webm, mov) have their own cap of 500 MB.
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Blocked file types: renderable documents (
.svg,.svgz,.html,.htm,.shtml,.shtm,.xml,.xhtml,.xht), scripts (.js,.jsx,.ts,.tsx,.mjs,.cjs,.php,.py,.rb,.pl) and executables (.exe,.bat,.sh,.cmd,.msi,.dll,.com,.vbs,.ps1,.app). These are always refused, as is any file whose MIME type containssvg. -
Allowed types by default: jpg, jpeg, png, gif, webp, heic, pdf, doc, docx, xls, xlsx, txt, csv, pkpass, pkpasses, md, markdown. The upload area lists the types your instance allows. An admin can change the list under Admin → Settings → Allowed File Types: comma-separated extensions, or
*to allow everything except the blocked types above. -
Videos: mp4, m4v, webm and mov files are accepted even when they are not on the allowed list.
Admin: The 50 MB limit is set with the
FILE_UPLOAD_LIMIT_MBenvironment variable (see Environment-Variables); it also applies to booking attachments and collab note attachments, and the upload dialogs refuse a larger file before it is sent. Behind a reverse proxy, raise the proxy's upload limit as well.
Uploading needs the file_upload permission; without it the upload area is not shown.
Files also reach this tab from elsewhere: Attach file in a booking or transport editor, Upload in the Files section of the place inspector, Attach in the place dialog, receipts on an expense (see Budget-Tracking) and attachments on a collab note. They all land here.
An AI assistant connected through MCP can add files too: the upload_trip_file tool uploads a document to a trip (and can attach it to a booking or a place in the same call) under the same type rules and the file_upload permission as the upload area, up to 10 MB per file (or the upload limit, if that is lower). See MCP-Tools-and-Resources.
Browsing and filtering
The filter tabs in the bar are, in this order: All, a star for Starred (only once a file is starred), PDFs, Images, Documents (Word, Excel and text files) and Collab Notes (only once a note has an attachment). Each tab carries its count.
Each file is a row with:
- a thumbnail for an image, or the file's extension on a tile (red for a PDF),
- the avatar of whoever uploaded it, a gold star when it is starred, and the file name,
- the note, when the file has one (see Linking files),
- its size and upload date,
- a badge for everything it is tied to: Day Plan with the place's name, Booking or Transport with the booking's title, From Collab Notes for a note's attachment.
At the end of the row sit the actions, each named in its tooltip: Star, Assign (pencil), Open, Download and Delete.
Previewing files
Click a file's name or thumbnail to open it:
- A PDF opens in a preview dialog with the file name in the head band and Open in new tab and Download beside it. If the browser cannot show the PDF inline, a Download PDF link takes its place.
- A Markdown file opens rendered, in the same kind of dialog.
- Any other document (Word, Excel, plain text) opens in that dialog too; what the browser cannot show inline is one click away through Open in new tab or Download.
- An image or video opens full screen in a lightbox. Move between them with the arrow buttons or the left and right arrow keys, swipe on a touch screen, or jump with the thumbnail strip at the bottom (a video shows a play placeholder there). Open in new tab and Download are in the lightbox's corner.
- A
.pkpassor.pkpassesWallet pass is not previewed: clicking it downloads it straight away, so the operating system can hand it to Apple Wallet.
Open in the row's actions does the same as clicking the name.
Starring
Click the star on a row to mark a file, and click it again (Unstar) to take the mark off. The star belongs to the file, not to you, so everyone on the trip sees it. Starred files can be listed on their own with the star tab in the bar.
Starring needs the file_edit permission.
Trash
Delete on a row moves the file to the trash; nothing is lost yet. The trash icon at the right end of the bar switches to the trash view, and the bar's title reads Trash while it is open. Click the icon again to go back.
In the trash each file has two actions:
- Restore puts the file back where it was, links included.
- Delete removes it for good, after one confirmation.
Empty Trash, on the bar while the trash is open, permanently deletes every file in it after one confirmation.
Moving to the trash, restoring and deleting for good need the file_delete permission.
Linking files to places, reservations, or assignments
A file can be tied to several places and bookings at once. The Assign pencil on a row opens the Assign File dialog, with the file name in the head band:
- Note at the top takes a short description of the file. It is saved when you leave the field or press Enter, and shows under the file name in the list.
- Place lists the trip's places grouped under the days they are planned on, with the day's title and date, then the places on no day under Unassigned.
- Booking and Transport list the trip's bookings.
Click an entry to tie the file to it, and click it again to untie it; a tied entry is highlighted with a check mark. Every click is saved at once, so the dialog has no save button: close it when you are done.
From the other side, the booking and transport editors have Attach file for a new file and Link existing file for one the trip already has. On the phone it is the Link pill in the Files row of the booking and transport sheets. The files of a booking appear in its detail popup, where Show in files brings you here, and the files of a place appear in the place inspector.
Linking needs the file_edit permission.
Downloading
Download on a row, in the preview dialog or in the lightbox saves the file. .pkpass files (Apple Wallet passes) are served as application/vnd.apple.pkpass, so Safari on iOS and macOS offers to add the pass to Wallet instead of saving it as a plain download.
Document sync
A trip's documents can be kept in step with a self-hosted document store: Paperless-ngx, Papra, Nextcloud, OpenCloud or a Synology NAS. Once a store is available, Document sync sits in the bar next to the trash icon; on the phone it is at the top of the Files tab. The trip owner connects the store there once, and from then on what someone uploads here appears in the store, and what someone files in the store appears here.
Synced documents are ordinary files in this tab. Preview, starring, links, trash and download work as described on this page, and a document deleted here is only removed in the store when the binding is set to do so.
See Document-Sync for setup per store, the delete and conflict rules, and troubleshooting.
Admin: Each store is switched on separately under the Documents addon in Admin-Addons. They ship switched off.
Permissions
| Permission | Controls |
|---|---|
file_upload |
Uploading new files, and the upload area itself. |
file_edit |
Starring files, the note on a file and linking files to places and bookings. |
file_delete |
Moving files to the trash, restoring them and deleting them for good. |