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Preventing files from becoming too large

To keep your work fast, stable, and easy to manage, it’s important to avoid creating files that are too large in the web app. Large files can make your data impractical to work with, cause confusion, and slow down the tool significantly.

What happens when a file nears or exceeds the limit?

Each file can only hold a maximum amount of data (snaps, forms, workflows, etc.).

If the file nears the limit, you will see a warning message in your file:

Scherm­afbeelding 2025-12-10 om 16.49.27

If the file exceeds the limit, you will see a warning message in your file:

image (32)

Large files will be auto-closed after completing a workflow

Grace period (until Dec 31, 2025): We are currently investigating a different implementation for putting a limit on files. In the grace period until Dec 31, 2025, please reach out to support if not all your content is displayed in the file.

⚠️ Warning: 

Starting January 2026, a limit will be applied to files that have too many uploads (snaps, videos and documents). 

Once your file reaches the limit, your file will be automatically closed after completing a workflow. A new file will be created when you start a new workflow.

Best practices to keep files manageable

1. Close files periodically

Instead of keeping one file open indefinitely, close your files after a certain period. This can be done manually or automatically, click here for more information.

After closing the file, you can create a new file with the same reference, ensuring continuity while keeping each file a manageable size. Once searching for the correct file, search on the 'reference' and 'date created'.

2. Choose file references wisely

Using transportation identifiers (e.g., vessel name, license plate) as your main file reference can easily lead to oversized files. If this happens, consider switching to a different reference, such as an order number, which typically results in smaller, more manageable files.

More information in this article: What is a "reference" in your file?