# Photos, files, and notes

Category: Documenting sites. Updated 2026-11-11.

Every client, property, room, rack, device, and cable run can carry photos, files, and a running log of notes; this page covers adding them, marking photos up, finding them again, and archiving what is out of date.

## Take or add photos

1. On the page, press **Add photo** in the **Photos** heading. A phone offers its camera or its library; you can pick several at once.
2. For each photo, add a **Caption** and **Tags** if they help — up to 8 tags of 30 characters, typed or picked from the suggestions. **Annotate** draws on it before it goes up.
3. Press **Upload photo** (or **Upload … photos**).

Photos are resized on your device first, so they go up quickly on mobile data, and keep the date the camera recorded. The app may ask once per session for your location; if you allow it, the photo records where it was taken.

## Look at a photo

Tap a thumbnail. The **Photo** sheet shows it full size with its size, when and where it was taken, and its tags.

- Change the **Caption** and press **Save caption**.
- A plan pin's **Photo** button files a picture straight onto the device you are standing in front of. See [Floor plans](https://cablefolio.com/help/floor-plans/#pin-devices-on-a-room-s-plan-picture).

## Mark up a photo

1. Open the photo and press **Annotate…** (or **Annotate** while uploading).
2. Choose **Arrow**, **Box**, or **Text** (type the words in **Text to place** first), and draw on the photo.
3. **Undo** takes off the last mark; **Clear** takes off every mark.
4. Press **Done**.

The marks are burned into the picture. Marking up a photo that is already filed saves a new copy and archives the original with the reason "Annotated copy replaces it", so the picture as it came off the camera is never lost.

## Archive or restore a photo

1. Open the photo and press **Archive…**.
2. Type a **Reason** and press **Archive photo**. Your name and the time are kept with it.

**Show archived** under a gallery lists its archived photos. Open one and press **Restore** to bring it back. An owner or admin can press **Delete permanently**. A client page also has an **Archived photos** section covering everything under it.

## See a property's photos in order

Press **Photo timeline** on a property's page. The newest 500 photos under the property are listed in the order they were taken, grouped by day; when there are more, the page says how many older ones it leaves out.

- Narrow it with **Room** and **Tag**.
- Press **Compare** on two photos to see them side by side under **Before and after**; the earlier one is always the before.
- **Where these were taken** draws the first nine photos that carry a location as numbered pins on a map, with a legend naming each.

## Add a file

1. Press **Add file** in the **Files** heading and choose the file.
2. Choose its **Kind** (**Manual**, **Config**, **Test result**, **Plan**, **Invoice**, **Video memo**, **Audio memo**, or **Other**) and give it a **Title**.
3. Press **Upload file**.

A file can be a PDF, an image, text, CSV, JSON, or a log; a tester or config export (.flw, .cfg, .conf); or a short video or audio memo, which plays where it is listed. Files are archived and restored the same way as photos.

On a device, every config file is also listed under **Config history**, where any two can be compared line by line.

## Write a note

1. Press **Write a note** in the **Notes** heading.
2. Type in **New note**.
3. Choose a **Level**: **Info**, **Warning**, or **Danger**.
4. Tick **Pin as a flag on this page and every page below it** for something nobody should miss, such as "PoE budget is maxed — do not add cameras".
5. Press **Add note**, or `Ctrl+Enter`.

A note's words are never edited; a correction is another note. Newest notes come first, each with who wrote it and when. Its author, or an owner or admin, can **Remove** it.

## Pin or unpin a flag

Press **Flag** on a note, change its **Level** or the pin box, and press **Save flag**. A pinned note is shown as a banner at the top of its page and every page below it — on the property, its rooms, racks, and devices — until somebody unpins it. **Hide** tucks a banner away for now without unpinning it.

> Pinned danger flags are counted under **Needs attention** on the home page.

## More help

- [Next: Labels and QR codes](https://cablefolio.com/help/labels-and-qr-codes/)
- [Contact support](https://cablefolio.com/support/)