Private folders and reusable originals

Open Files → Reusable originals to keep approved planning documents ready for another project. The library belongs to the current business workspace. Full workspace operators can use it; a shared wedding invitation does not expose it.

Organize private files

Create folders for venues, planning packets or your own working categories. Folders support five levels and up to 500 retained entries. Rename or move a folder without moving its underlying storage or changing any sharing permission. Move an individual project document from its History & options panel.

Folder organization has its own revision. A move does not create a content version or invalidate a correctly reviewed file replacement. Stale moves are rejected. Archive an empty folder, then recover it from folder controls. Recover its parent first; a conflicting active folder name must be resolved before recovery. Documents, including archived documents, must leave a folder before it can be archived.

Approve an original for reuse

Upload a supported document or image up to 9MiB, give it a useful title and describe when it should be used. Confirm that you have reviewed its contents and can reuse it. Alternatively, open a project document's history and choose Save as reusable. Review the exact source version and checksum before confirming. A venue's blank setup guide is a useful original; another couple's completed questionnaire usually is not.

Capture retains the selected private original. Later edits to that source project do not silently update the library. Legacy public files must first complete the private-storage migration. Executed agreements and isolated media originals cannot enter the library through this workflow.

Make an independent project copy

Open a reusable original, choose the exact version, destination project, label and folder, then preview the copy. Confirm the reviewed source and destination. WeddingBoard verifies the original bytes and writes a separate private project asset. The copy records which immutable library version it came from.

For example, choose version 2 of your venue questionnaire, copy it into Jordan and Riley's project, and replace the project copy when their answers arrive. The library original stays unchanged. Restoring or archiving the reusable original also leaves existing project copies intact. Copying never sends a message, publishes a website, issues a contract or starts a payment.

Replace, restore and recover

Replacing an original preserves previous versions. Editing its title or guidance also creates a revision. Select a past version to inspect or download it; restoring creates a new current version without rewriting history. If another operator changes the original after your preview, refresh the review before copying.

Archive blocks new copies and removes the original from active browsing. Existing project copies and retained history remain available to their authorized business operators. Recovery returns the original to active use. Retained reusable versions protect their source assets from generic cleanup; permanent purge and automatic history expiration are not enabled.

An interrupted copy can be retried with the same request and file intent. A verified upload is reused after a lost storage response. If the source changes or becomes unavailable before the project copy commits, the operation requires a fresh review; it does not claim success. Unused verified uploads remain private for operational recovery.

Access and limits

Search covers labels, filenames and reuse guidance, not the text inside PDFs or Word files. Lists show 30 results per page and histories show 20 revisions per page. The project picker initially offers up to 300 recent active projects; the versioned API accepts any currently authorized active destination.

Authenticated download routes authorize the exact retained version, verify its saved metadata and return a private storage URL valid for 60 seconds. Folder names are organizational, not access grants. Capturing or copying an original does not create client access. Choose Share this exact original to review a named recipient and an expiring private link through Selected-file delivery.

The /api/v1/file-library interface uses the same named account permissions, reviewed hashes, revision checks and idempotency receipts as the web application. Private storage, legacy migration and recovery rehearsal remain part of the coordinated activation phase.