Files and storage
How an attachment is checked and protected, which formats and sizes are accepted, and where your storage allowance is managed.
You attach a file from the record it belongs to, rather than from a separate files area, so a document always arrives with something to hang from.
Attaching a file
You need the Add permission for that record's module: attaching to an individual needs Registrations, attaching to a project needs Projects. Removing a file needs the Delete permission for that module, or the Add permission if you uploaded it yourself.
Before a single byte of your file is examined, CommonLynk checks that your storage allowance has room, then that you are allowed to attach to this record, then that the record actually exists. Only then is the file itself inspected.
That ordering is deliberate. Someone without permission never reaches the part of the system that opens the file, and what they get back is a refusal rather than a comment on what they tried to upload.
What is accepted
The check reads the file's actual contents rather than its name, so renaming a file to slip it past does not work. An empty file is refused. The ceiling is 50 MB.
The general attachment slot accepts images, PDF, the common office documents, ZIP archives, audio, video and plain text. Executable and web script files are refused whatever they claim to be.
Narrower limits apply in particular places:
| Where | Accepted | Largest |
|---|---|---|
| A logo or a photograph | Images | 5 MB |
| A payment receipt | PDF or an image | 10 MB |
| An import file | Spreadsheets | 10 MB |
Your workspace can narrow this further. The attachment type settings let you set the accepted formats and the maximum size for a particular kind of attachment.
Opening a file
Files on records are never served from a public address. A link carries a signed identifier that cannot be guessed, and cannot be counted through to find the next file.
Every request is checked: that you are signed in, that the file belongs to your workspace, that you hold the view permission for its module, and that you are allowed to see the record it hangs from. Anything that fails is answered as though the file does not exist, so an address cannot be used to discover what your workspace holds.
Your storage allowance
Each workspace has a storage allowance from its plan, plus any extra it has purchased. When the allowance is full an upload is refused, with a message asking you to delete files or move to a larger plan.
The storage meter is in the account portal, in the customer account area on the main site, and not inside the workspace itself. That is also where extra storage is bought, from the subscription page.
Buying extra storage raises an invoice, and the capacity is added once that payment is confirmed. It is not an instant top up.