> For the complete documentation index, see [llms.txt](https://learn.withessential.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://learn.withessential.com/customers-and-work/properties/property-files-and-who-can-see-them.md). # Property files and who can see them When you add or edit a file on a property, you can set its visibility, which controls who can see it. There are three levels, each broader than the last. Back Office Only keeps the file visible to office staff with back-office file access. Back Office plus Technicians also lets field technicians see it in the technician app. Back Office plus Technicians plus Customers additionally exposes the file to the customer. The levels you can choose from depend on your own permissions. You can only widen visibility, not narrow it below what you yourself can see: if you do not have back-office file access, your most private option starts at the technician level instead of back office. Choosing the visibility level at all requires the permission to control who can see property files; without it, files are saved at the default level for your access. If you need to control file visibility, contact your business's administrator to review your role. The customer level only appears when your business has the customer portal enabled. Even then, a specific customer must have portal access turned on to actually view a file shared with them; if they do not, you will usually see a warning that the customer cannot view it. That warning is suppressed when Job Summaries is enabled and you hold Edit Inspection Report, since the file can still reach the customer through a Job Summary link even without portal access. Each file shows small icons indicating its current visibility so you can tell at a glance how widely it is shared. > **Where to find it:** A property's page, the Files section; the Add New File and Edit File dialogs ## Finding and downloading files In the Files section you can search by file name and switch between a list and a gallery of preview tiles — Essential remembers your view choice. Use Add to upload a new file, and Download all to download every file on the property at once. The same Files surface appears on jobs and on asset groups. ## Previewing text files and spreadsheets Click a plain-text file to read it without downloading it. Essential previews TXT, LOG, Markdown, JSON, XML, YAML, and HTML files as plain text, preserving their spacing. HTML is shown as its source text and does not run as a web page. Click a CSV or TSV filename to view it as a table. The first row supplies the column headings. You can resize columns, click a heading to sort, and page through the preview. Values stay as text, preserving phone numbers and leading zeros. Excel XLSX files and OpenDocument ODS spreadsheets also open as tables. If a workbook has more than one sheet, use the sheet selector above the table. Spreadsheet columns use the familiar A, B, C headings, and the first row stays in the data. Formulas are not run in the preview; Essential shows the value already saved in the file. Large files show a partial-preview notice. Text and CSV/TSV previews read up to 1 MB. Tabular previews show up to 50 rows and 100 columns. Workbook previews accept files up to 5 MB and show up to 25 sheets and 100,000 cells across the workbook. Select **Download** for the complete original file. ![CSV file preview with sample contact data](https://3838208579-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Flu1pgNH0CrkCPslG8suQ%2Fuploads%2Fgit-blob-3737948976591a96967f789396072c9e6818f1fc%2Fcsv-file-preview.png?alt=media) ## Files from the property's jobs Open **Files**, then select the **Job Files** briefcase icon in the source toggle on the left of the search row to browse the files shown in the Files tabs of all jobs at this property, including completed and historical jobs. The property icon selects **Property Files**, and each icon shows its file count. Use the list/gallery toggle to the left of the source toggle to switch between table rows and preview cards in either group; Essential remembers your choice when switching groups. Each row or card shows the filename, job number, upload date, and uploader. Click any column heading to sort; the newest files appear first by default. Files always opens on **Property Files**, even when there are no property files and job files are available. Select the briefcase icon to view **Job Files**. Leaving and reopening the Files tab returns to **Property Files**. Click a filename to open its preview, then **Download** to save it. Click the job number to open the source job. Job Files supports viewing and downloading; use the job itself to manage its files. Files attached directly to the property are under **Property Files**, with their property visibility settings and existing Add, edit, and gallery controls. The Files tab count is the sum of both groups, and each toggle option shows its own total. Searching filters the selected group without changing these counts. ## Related guides * [Add or manage contacts on a property](/customers-and-work/properties/add-or-manage-contacts-on-a-property.md) * [Adding an asset group to a property](/customers-and-work/properties/adding-an-asset-group-to-a-property.md) * [Create a property](/customers-and-work/properties/create-a-property.md) * [Move a property to another customer](/customers-and-work/properties/move-a-property-to-another-customer.md) * [Use Customer Billing or set Property Billing](/customers-and-work/properties/property-billing-profile-the-customer-default-or-its-own.md) --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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