Project reference
Give the customer a short order, case, site, or project ID to use in the filename and sender note.
How to collect large files from customers
Use Secure Inbox as a clear customer drop-off: give each upload a destination, a project reference, and the instructions it needs. Customers can submit large files without receiving access to your existing Vault content.
PhotonFile Secure Inbox gives customers a focused upload page without browse access to existing Vault content. It keeps intake organized: one destination, one naming convention, one contact, and clear progress from submission to review.
Large-file intake works best with a clear request
Secure Inbox gives the customer one focused place to upload. Clear instructions about the requested material, project reference, and submission process make the handoff easy to complete and review.
Design the intake before sharing the link
Accepted formats
State whether you need source files, exports, archives, photos, video, CAD packages, or a specific interchange format.
Packaging rule
Tell the sender whether you need individual files, multiple files, or a directory. Do not require a ZIP merely to preserve the layout.
Completion signal
Explain what confirmation the customer should expect and when your team will acknowledge receipt.
Retry guidance
Secure Inbox uploads retry and self-heal through interruptions. If an upload needs attention, reopen the same link and submit only the missing items.
Support contact
Provide one person or queue for questions instead of asking the customer to forward the files by email.
Compare customer upload methods
| Method | Operational strength | What to expect |
|---|---|---|
| Familiar for small documents | Attachment limits, duplicate threads, and weak completion tracking | |
| Messaging platform | Fast for a few small files | Files, notes, and project references can become separated |
| Cloud-drive request folder | Useful for ongoing collaboration | Permissions and folder visibility require careful administration |
| FTP or SFTP | Handles established technical workflows | Accounts, client software, firewall exposure, and support burden |
| Secure Inbox | Focused upload page, instructions, sender notes, controls, and notifications | A focused, controlled customer upload path that keeps submissions separate from existing Vault content |
Build the Secure Inbox workflow
- 1. Create the Secure Inbox Vault. Use one inbox for a product line, campaign, project, or customer boundary that your team can own consistently.
- 2. Write upload instructions. Include accepted files, packaging, naming, project reference, deadline, support contact, and retry behavior.
- 3. Configure controls. Consider sender notes, access codes, human verification, expiration, and notifications.
- 4. Test as an outside sender. Open the ingress link in a separate browser context and confirm the instructions are understandable without internal knowledge.
- 5. Share the link with the customer. Put the project reference and support contact in the same message.
- 6. Route submissions. Use the sender note and filename to route the upload, then acknowledge receipt through your normal customer channel.
A clear upload process for customers
- Before upload: check whether this Secure Inbox has a configured upload-size limit, then confirm whether the files should arrive together or as several batches.
- Use a stable connection: uploads can retry and self-heal through brief interruptions, and a reliable desktop connection is best for multi-gigabyte submissions.
- Complete the submission: leave the page open until Secure Inbox reports completion. For a large browser upload, use a stable desktop connection.
- Keep the originals: do not delete or rename source files until your team acknowledges a complete submission.
- Continue if interrupted: let the upload retry and self-heal first. If it needs attention, reopen the same Secure Inbox link and submit only the missing items using the same project reference.
Notifications keep submissions moving
Secure Inbox notifications alert your team to new customer submissions so you can route them promptly. Use the sender note and project reference to acknowledge receipt through your normal process.
For high-value work, ask the customer for a manifest or checksum and record acceptance against it.
Separate intake from long-term storage
Use the Secure Inbox as the external submission boundary. After review, move accepted files into the correct project or client Vault and apply your internal retention, access, and versioning process.
This keeps the upload experience simple without turning the intake link into a shared workspace.
Upload size is controlled per Secure Inbox
There is no global maximum customer upload size. The Vault owner can set an upload-size limit for a specific Secure Inbox.
Common questions
Frequently asked questions
Can customers upload multiple files or a directory through Secure Inbox?
Yes. Secure Inbox lets customers upload multiple files or a directory, along with sender notes. Use a directory when related files belong together; there is no need to create a ZIP just to preserve the layout.
Can customers see previous uploads?
No. The documented sender boundary does not allow browsing existing Vault contents or unrelated files.
How should customers continue an interrupted large upload?
Secure Inbox uploads retry and self-heal through interruptions. If an upload needs attention, reopen the same link, use the same project reference, and submit only the missing items.
Should customers ZIP a large folder?
No. Customers can upload a directory when related files belong together. Create an archive only when an external system or recipient explicitly requires one.
Can I receive notifications for submissions?
Secure Inbox notifications alert your team to new submissions so you can route and acknowledge them promptly.
What is the maximum customer upload size?
There is no global maximum customer upload size. The Vault owner can set an upload-size limit for that specific Secure Inbox.
Keep going
Related guides
Receive sensitive files from clients
Focus the intake on privacy, access boundaries, and minimal collection.
Replace FTP for customer uploads
Remove external account provisioning and client-software requirements from human-driven intake.
Collect CAD projects and revisions
Use packaging rules, manifests, and project references for engineering submissions.
Product and technical references: Secure Inbox overview Secure Inbox setup guide Vault pricing Plans and storage guide
Turn the upload link into a repeatable intake process
Create the Secure Inbox, add project-specific instructions and a retry rule, test the link as an outside sender, and then share it with the customer.