Delete or remove photos and files
Overview¶
Delete a photo or file in "Library" > "Photos" or "Library" > "Files" to remove it from your property completely. Remove a photo or file on a component or maintenance task, or a photo on a project, to take it off that record only. Deleting a file on a project's "Files" tab deletes it completely.
Every photo and file at your property is kept in the "Library", including those added on a component, project or maintenance task. A single photo or file can be linked to several of these records.
| Where you remove it | What happens |
|---|---|
| Library > Photos or Library > Files | The photo or file is deleted. SmartProperty removes it from every component, project and maintenance task it was on. |
| A component, maintenance task, or a project's "Photos" tab, with the checkbox left clear | The photo or file is removed from that record only. You can still find it in the "Library" and on any other record it is linked to. |
| A component, maintenance task, or a project's "Photos" tab, with Remove photo from photo library or Remove file from file library selected | The photo or file is deleted, the same as deleting it from the "Library". |
| A project's "Files" tab | The file or folder is deleted, the same as deleting it from the "Library". |
Setup¶
You need Edit access to "Files & Photos" to delete or remove a photo or file. Account Admin, Property Manager, CFO, Finance Manager, Reserve Analyst, Project Manager and Maintenance Coordinator have Edit access.
HOA Board Member has View only access. A board member can open and download photos and files, but the controls for deleting and removing them are not shown.
Homeowner and Vendor have no access to "Files & Photos". "Library" does not appear in the left navigation for these roles.
One permission covers photos and files in the "Library", on components and maintenance tasks, and photos on projects.
On a project's "Files" tab, the controls for adding, moving and deleting files appear only for roles that can also change projects: Account Admin, Property Manager and Project Manager. Other roles with Edit access to "Files & Photos" can delete the same files in "Library" > "Files", in the project's folder inside the "Projects" folder.
How-to¶
Delete a photo in Library > Photos¶
In "Library" > "Photos", delete a photo from the menu in its side panel, or select several photos and use "Choose action".
To delete one photo:
Select "Library" in the left navigation, then select "Photos". This opens the "PHOTOS" page.
Select the photo. This opens the photo's side panel on the right.
If any photos are already selected, selecting a photo adds it to the selection instead. Open the selection box at the top left of the page and choose "Unselect all" first.
Select the three-dot menu at the top right of the side panel, then select "Delete". This opens the "REMOVE PHOTO" window. The window asks "Do you want to remove the selected photo from your photo library?"
Select "Remove". The photo is deleted from the "Library" and from every component, project and maintenance task it was on.
To delete several photos at once:
Select "Library" in the left navigation, then select "Photos". This opens the "PHOTOS" page.
Point to a photo, then select the circle at its top left. The photo is selected, and the count of selected photos appears next to the selection box at the top of the page.
After you select the first photo, selecting any other photo adds it to the selection. To select many photos at once, open the selection box at the top left of the page and choose "Select all", or a "Select all" option for one year.
Select "Choose action", then select "Delete". This opens the "REMOVE PHOTO" window. The window shows how many photos are selected.
"Choose action" is available once at least one photo is selected.
Select "Remove". The selected photos are deleted from the "Library" and from every component, project and maintenance task they were on.
Delete a file or folder in Library > Files¶
To delete one file:
Select "Library" in the left navigation, then select "Files". This opens the "FILES" page.
If the file is inside a folder, open that folder.
Select the three-dot menu at the right of the file's row, then select "Delete". This opens the "DELETE FILE" window. The window names the file.
Select "Delete". The file is deleted from the "Library" and from every component, project and maintenance task it was on.
To delete a folder:
Select the three-dot menu at the right of the folder's row, then select "Delete". This opens the "DELETE FOLDER" window.
Select "Delete". The folder is deleted along with every file and folder inside it. Each of those files is also removed from any component, project or maintenance task it was on.
To delete several files and folders at once:
Select the checkbox at the left of each file or folder you want to delete.
To select many items at once, open the selection box above the list and choose "Select all", "Select all folders" or "Select all files".
Select "Choose action", then select "Delete". This opens the "DELETE SELECTED ITEMS" window. The window shows how many items are selected.
Select "Delete". The selected files and folders, and everything inside those folders, are deleted.
The Projects and Reports folders:
The "Projects" folder in "Library" > "Files" is managed by SmartProperty and cannot be deleted. A lock icon appears in place of its checkbox.
The "Reports" folder, where Reserve Analysis Report PDFs are saved, is also managed by SmartProperty and cannot be deleted. A lock icon appears in place of its checkbox. The PDFs inside it can be deleted like any other file.
A project's own folder inside the "Projects" folder can be deleted. Deleting it deletes every file inside and removes those files from the project. The project's "Files" tab shows this same folder. Deleting a file on that tab also deletes it from the "Library".
To take a file off a project's "Files" tab and keep it in the "Library", move it out of the project's folder in "Library" > "Files". A file attached to a task or payment on the project stays attached there.
Remove a photo or file from a component¶
Select "Components" in the left navigation. This opens the component list.
Select the arrow icon on the right of the component's row. This opens the component's detail page, with the "Photos" and "Files" sections in the right column.
To remove a photo:
In the "Photos" section, point to the photo, then select the trash can icon at its top right. This opens the "Remove Photo" window. The window asks "Do you want to remove this photo from this component?"
To keep the photo in the "Library", leave "Remove photo from photo library" clear, then select "Remove". The photo is removed from this component. You can still find it in "Library" > "Photos".
To delete the photo completely, select "Remove photo from photo library", then select "Remove". The photo is deleted from the "Library" and from every component, project and maintenance task it was on.
To remove a file:
In the "Files" section, select the trash can icon at the right of the file's row. This opens the "Remove File" window. The window names the file.
To keep the file in the "Library", leave "Remove file from file library" clear, then select "Remove". The file is removed from this component. You can still find it in "Library" > "Files".
To delete the file completely, select "Remove file from file library", then select "Remove". The file is deleted from the "Library" and from every component, project and maintenance task it was on.
Remove a photo or file from a project¶
Select "Projects" in the left navigation, then select the project's name. This opens the project.
Select the "Photos & Files" tab. This opens the "Photos" tab, with the "Files" tab beside it.
To remove a photo:
On the "Photos" tab, select the trash can icon at the bottom right of the photo's card. This opens the "Remove Project Photo" window. The window asks "Do you want to remove this photo from this project?"
To keep the photo in the "Library", leave "Remove photo from photo library" clear, then select "Remove". The photo is removed from this project. You can still find it in "Library" > "Photos".
To delete the photo completely, select "Remove photo from photo library", then select "Remove". The photo is deleted from the "Library" and from every component, project and maintenance task it was on.
To delete a file or folder:
The "Files" tab shows the project's own folder in the "Library", including any folders created inside it. Deleting a file here deletes it completely.
On the "Files" tab, select the file or folder, then select "Delete" in the toolbar. You can also right-click the file or folder and select "Delete". This opens the "Delete" window. The window asks "Are you sure you want to delete" followed by the name.
Select "Delete". The file is deleted from the "Library" and from every component, project and maintenance task it was on. Deleting a folder deletes every file and folder inside it.
If "Delete" is not shown on the "Files" tab, delete the file in "Library" > "Files" instead, in the project's folder inside the "Projects" folder.
Remove a photo or file from a maintenance task¶
"Photos" and "Files" sections appear on a maintenance task and on each occurrence of a task. Remove a photo or file from whichever one it was added to.
Select "Maintenance" in the left navigation. This opens the Maintenance dashboard.
Set "Group by" to "Name", then select the task name in the list. This opens the task, with the "Photos" and "Files" sections in the right column.
To open one occurrence of a task, open the task, then select the occurrence's date under "Upcoming" or "History". This opens the occurrence, with its own "Photos" and "Files" sections in the right column.
To remove a photo:
In the "Photos" section, point to the photo, then select the trash can icon at its top right. This opens the "Remove Photo" window. The window asks "Do you want to remove this photo from this maintenance task?"
To keep the photo in the "Library", leave "Remove photo from photo library" clear, then select "Remove". The photo is removed from this task or occurrence. You can still find it in "Library" > "Photos".
To delete the photo completely, select "Remove photo from photo library", then select "Remove". The photo is deleted from the "Library" and from every component, project and maintenance task it was on.
To remove a file:
In the "Files" section, select the trash can icon at the right of the file's row. This opens the "Remove File" window. The window names the file.
To keep the file in the "Library", leave "Remove file from file library" clear, then select "Remove". The file is removed from this task or occurrence. You can still find it in "Library" > "Files".
To delete the file completely, select "Remove file from file library", then select "Remove". The file is deleted from the "Library" and from every component, project and maintenance task it was on.
Reference¶
If Delete is not shown¶
"Delete", the trash can icons and the selection circles and checkboxes appear only for roles with Edit access to "Files & Photos".
With View only access, you can open and download photos and files, but the controls for deleting and removing them are not shown. HOA Board Member has View only access.
With no access, "Library" does not appear in the left navigation. Homeowner and Vendor have no access.
On a project's "Files" tab, "Delete" appears only for Account Admin, Property Manager and Project Manager. Other roles with Edit access to "Files & Photos" delete project files in "Library" > "Files".
To change what a person can do, an Account Admin changes their role. See What Can Each User Role Do? for each role's access.
If your role should have Edit access to "Files & Photos" and the controls are still not shown, refresh the page. If they are still missing, contact SmartProperty.