Event Files: Drives for Collaborators and Areas
How BackOps gives every event a drive for the whole event, each collaborator and each area, and how to request files from a collaborator with a file request.
When you open an event's files for the first time, you won't find an empty drive. BackOps already gives you a drive for each collaborator and each area you have set up, alongside one for the event as a whole.
Drives That Follow Your Event
Open Documents in the event sidebar and go to the Files tab. The drives sidebar lists:
- Event: the drive for the overall event, for general documentation that applies across the whole event
- Collaborators: one drive per collaborator, for anything specific to that group, such as contracts, quotes and agreements
- Areas: one drive per area, for location-specific materials such as floor plans, technical drawings and area specs
- Shared with me: files and folders others have shared with you
The drives reflect the work you've already done. Add a collaborator or an area and its drive is there, with no extra configuration. Each collaborator and area page also has a Files tab that opens straight to its drive, and you only see the drives you have access to.
Organizing Your Files
Drop files where they make the most logical sense:
- Event drive: general production documents, master schedules, shared reference materials
- Collaborator drives: vendor quotes, contracts, correspondence, anything that belongs to a specific group
- Area drives: floor plans, technical riders, documents that pertain to a specific space
There's no strict rule about what goes where. Use New to create folders, upload files or add a link, and organize in a way that makes it easy for you and your team to find things quickly.
File Requests
If you need a file from a collaborator (a signed contract, a technical rider, a logo package) you don't have to chase it through email. A file request is a named placeholder assigned to a collaborator, with an optional due date, that the collaborator uploads into.
Open the drive
Create a file request
Fill in the request
Give it a Name, an optional Description with any instructions, pick the collaborator under Assigned to, and set a Due date if there is one. Click Create deliverable.
The request shows that it has no files until the collaborator uploads one. If your event maps file states to task statuses, each request also gets a task, so you can follow it through review and approval alongside the rest of your work.
Next: What's Next
Invite your team and learn where to go from here.