Files and team coordination

This page covers collaboration on a project: Docs & Files, Members, Tasks, Team Chat, Updates, and Activity. For Scope Clarification, Quote Requests, or Work Orders, see Scopes, Quotes, and Work Orders.

Project files live under the project only. There is no company-wide docs library in Flow. Team members and invites live under Settings → People.

Where these sit in the project nav

Inside a project, the project nav labels are:

Dashboard
Team Chat
Updates
Tasks
Activity
Docs & Files
Settings

Project tools in the same nav (covered on other pages): Scope Clarifications, Quote Requests.

At the company level (not inside a project), nav includes My Work, Projects, Activity, and Settings. Team management is the People section on Settings.

Docs & Files

Nav label: Docs & Files. This is the project file library (upload, preview, download, edit details, manage access, delete).

Library controls

Primary action (desktop): Upload Files
Mobile upload control: Upload files
Search field hint: Search files…
Sort menu: Newest first, Oldest first, Name A-Z
View toggle: grid or list
Empty (no files): No files uploaded yet / Upload your first document to populate this project library. Button: Upload your first file
Empty (search miss): No files match these filters / No files match your search. Try a different term.
No projects at all: Create a project to start your library with Create Project

List columns: Name, Type, Size, Uploaded by, Date.

Per-file actions menu: Download, Manage access, Delete file.

Upload sheet

Sheet title: Upload Files. Help copy: files upload immediately; name them before saving.

Dropzone labels: Drag & drop files / Drop files here, browse files, Any file type · Max 500 MB per file, Add more files. Footer confirm: Save N file(s) (or Uploading… / Saving…). Cancel closes.

Some links open the upload sheet for you as soon as the page loads.

File preview

Opening a file shows File Preview (title uses the file name when empty). Details shown: Type, Size, Uploaded by, Date, Description (empty: No description added.).

Toolbar / menus:

Download
Manage access
Edit details (fields Name, Description; hint Add a description (optional); Save / Cancel)
Delete file → dialog Delete File / Cancel / Delete

Unsupported preview: Preview unavailable / Download to view this file.

Manage file access

Dialog: Manage file access / Share this file with project members and manage their roles.

Add people (search: Search project member by name or email…)
Role options when granting: Viewer, Editor, Manager; action Grant
Section: People with access
People who manage the project show as Manager

Docs and Files library on Maple Street Water Loss — Docs & Files

Members and team

Org People

Org Settings page eyebrow: Settings. Section People: count of people in this company.

Header count: N members
Admin/owner action: Invite → dialog Invite a member
- Fields: Email address, Role
- Roles: Member, Admin, External, and Owner when you are an owner
- Role help copy is shown for the selected role (owner / admin / member / external)
- Confirm: Send invitation
Pending list label: Pending · N
Owner can change roles and Remove member
Leave section: Leave organization (blocked if you are the only owner)

Org role meanings from the invite UI:

owner: Full organization control, including settings, deletion, member management, and assigning owners.
admin: Can manage members, projects, and scopes, but cannot perform owner-only organization actions.
member: Standard internal collaborator who can view the organization and create or view projects and scopes.
external: Limited access for outside collaborators who can view shared project content and leave comments.

Project Members

On project Settings, section Members: N people on this project. Owner action: Add → Invite Team Member (search company members or Invite by email).

Project roles shown as badges: owner, member, external. Owner can Transfer ownership and Remove member. Pending invitations show under Pending · N.

Also on project settings: Project details (name, address, description, status, start/end dates) and Danger zone (Delete project or Leave project).

External collaborators can be invited to Updates separately (share dialog on the message board; see below).

Organization Settings People with members — Settings · People

Project Settings Members on Maple Street Water Loss — Project Settings · Members

Tasks

Page title: Tasks. Actions: view toggle Chart / List, and Add Task.

Empty chart/list: No tasks yet. Click “Add Task” to get started!

New task

Title: New task / Fill in the details below to create a task. Back link: Back to Tasks. Submit: Create (or Creating…). Cancel returns to the list.

Fields:

Task name (text field)
Description (hint Add task details…)
Assigned to (hint Select team member; option Unassigned)
Priority: Low, Medium, High, Urgent
Start date, End date (picker empty: Pick a date)
On edit/detail: Progress (%), Color

Task detail

Back to Tasks, Delete → Delete task?, and Save. Comments empty copy: No comments yet. Add an update for the team.

Status labels derived for list/chart: Completed, Not Started, Delayed, In Progress.

Project Tasks on Maple Street Water Loss — Tasks

Team Chat

Nav label: Team Chat. Conversation list heading: Chat.

Actions: New Chat, New Group
Search: Search conversations…
Empty preview pane: Select a conversation / Choose a contact from the list to start chatting
No projects: No Projects Yet / Create a project to start chatting with your team members.
Not signed in: Please log in to access chat

New Chat dialog: Start New Chat (search Search by name or email…).

New Group dialog: Create New Group (group name, member search, Create Group).

Team Chat on Maple Street Water Loss — Team Chat

Updates (message board)

Nav label: Updates. This is the project announcement / threaded board (not 1:1 Team Chat).

Empty board: No messages yet / Be the first to start the conversation. Message field hint: Type a message… (drag: Drop files here…). Attachments via paperclip (Add attachments); voice notes supported. Attachment size limit: 50MB.

Per post:

Comments toggle: Open comments / Hide comments
Comment field hint: Write a comment…
Guest comments can show an External badge
Delete (author or project owner): Delete message?

Header share control opens Share Updates Externally:

Toggle: External sharing is on / External sharing is off
Invite external guest (email example guest@example.com, Add)
Guests can view updates and leave comments via a private link

No projects: No Projects Yet / Create a project to post announcements and keep discussions organized.

Updates message board on Maple Street Water Loss — Updates

Activity

Card title: Activity. Description: Track all project updates, task changes, and team activities.

Empty: No activity yet. Start creating and updating tasks to see activity.
Status badges on rows: Completed, Pending
Infinite scroll footer: Loading older activity…
No project selected: Select a project to view activity.

Company-wide feed under Activity: title Activity and description Track all updates, task changes, and team activities across your company.

Project Activity on Maple Street Water Loss — Activity

How to keep the team aligned

Open the project (create one first if needed from Projects / Create Project).
Invite people under Settings → People (Invite), then add them to the project under project Settings → Members (Add).
Put files in Docs & Files (Upload Files); use Manage access when a file should not follow default sharing.
Track work on Tasks (Add Task; use Chart or List).
Use Team Chat for direct/group conversations; use Updates for project-wide posts and optional sharing with outside collaborators.
Watch Activity for a feed of project (or company) changes.

A Flow mobile app exists for field use.