Missing linked assets
Projects often reference images, media, fonts, libraries, textures, proxies, or configuration files outside the main document.
How to send an entire folder online
Keep the directory intact. Upload the complete folder to Photon Vault when the recipient needs later access, or package it as one ZIP or TAR archive and send that file through Relay when both sides are ready now.
One File Pass covers one Live Relay or cloud transfer, which may contain one or multiple files. Package the folder as one archive when preserving its hierarchy matters.
Live Relay: Both you and your recipients must remain online until the transfer completes. Keep your browser tab or desktop app running until all downloads finish.
Cloud Transfer: Recipients can begin downloading while you upload. Keep your browser tab or desktop app running until your upload finishes. After that, you can close it or go offline, and recipients can still download your files using the shared link. Cloud Transfer allows one confirmed delivery. Once the complete transfer is confirmed saved, new downloads stop and automatic deletion begins. Use Vault for repeated downloads.
Cloud transfers default to seven days from upload completion. Choose one to seven days with Free or File Pass funding, or up to the server maximum with Relay subscription funding. Use Photon Vault to keep, share, and sync files over time.
A folder is a dependency graph, not a pile of files.
Directory names, relative paths, linked media, fonts, configuration files, and supporting assets may all be required for the project to open. Preserve that context before choosing the transfer method.
Why folder transfers fail
Sending only the obvious files can leave the recipient with a project that looks complete but cannot actually open, render, build, or relink. Audit the folder before upload rather than treating structure as cosmetic.
Flattened structure
Dragging loose files into a message can destroy the relative paths that applications use to find dependencies.
Hidden baggage
Caches, temporary exports, credentials, machine-specific files, and hidden metadata can travel unless the package is reviewed.
Cross-platform names
Case-only differences, reserved characters, long paths, and platform-specific names can break after extraction.
Compare ways to send the folder
Choose temporary delivery or ongoing access. Cloud transfer permits pickup after upload. Vault keeps the directory available for ongoing sharing. Live Relay transfers files while both devices are online. Cloud transfer lets recipients download after your upload finishes, even when you are offline. Package the directory as one archive when its structure must remain intact. A File Pass covers one occasional large Relay transfer, whether it contains one file or multiple files. It does not change when the transfer can be downloaded.
| Method | When it works | Limitation | How PhotonFile fits |
|---|---|---|---|
| PhotonFile Vault folder share | The recipient should download later or the folder should remain available | The retained directory uses Vault capacity and the share lifecycle must be managed | Upload the complete directory, wait for completion, and share only that folder |
| PhotonFile Relay archive | Both sides are ready for a live handoff | The session must remain active and the folder should be packaged first | Send one archive through the live transfer path without making retained storage the default |
| Relay with a File Pass | The folder is an occasional oversized live transfer | It is still a live Relay transfer rather than later downloads | The Live Relay pass is completion-gated, so an incomplete transfer does not consume it |
| PhotonFile Vault Sync | Ongoing work that needs a dedicated local project folder | It is a working-folder workflow, not a frozen client delivery | Keep the project folder aligned with its distinct Vault, then share a completed release directory when it is ready |
| Email attachment | A very small, simple archive | Mailbox limits encourage split archives and missing parts | Choose Live + Cloud delivery for a temporary handoff or a Vault link for ongoing access |
| Messaging platform | Small reference files or a quick review copy | Uploads may be scattered, renamed, or separated from project context | Keep the complete package together in Vault or one Relay archive |
| Cloud-drive folder | Ongoing collaboration already built around that drive | Broad folder permissions and stale shares require separate review | A Vault share can target the selected project folder inside a distinct Vault boundary |
| FTP or SFTP | Existing automation or partner protocol requirements | Accounts, client software, and server administration add overhead | Use PhotonFile for human-driven folder delivery while keeping SFTP where automation depends on it |
Prepare the folder before sending
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1. Collect every dependency
Use the project application packaging tool when available, then verify linked files, fonts, textures, libraries, media, and configuration assets.
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2. Remove material that should not travel
Exclude caches, temporary exports, secrets, credentials, system files, unrelated drafts, and local-only working data.
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3. Use portable names and paths
Avoid case-only duplicates, reserved characters, trailing spaces, and paths that are unnecessarily deep.
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4. Choose direct upload or an archive
Use a direct Vault directory upload for later access. Create one ZIP or TAR for a Relay transfer when preserving the folder hierarchy matters.
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5. Add a manifest
List the expected top-level folders, key files, application version, and any extraction or opening instructions.
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6. Test the package
Open the copied directory or extract the archive into a clean location and confirm the project works without relying on the original path.
Choose an archive format deliberately
ZIP for broad compatibility
ZIP is usually the simplest choice when the recipient uses a different operating system. Treat it as packaging first. Compression savings may be small.
TAR for Unix-oriented projects
TAR can preserve Unix-oriented structure and metadata more naturally. Confirm the recipient has the right extraction tools before choosing it.
Direct Vault directory upload
When later access is the goal, upload the directory itself and share the selected folder after every expected item has completed.
Vault workflow
Share the complete directory for later downloads
- 1. Choose the right Vault boundary. Use a Vault that matches the client, project, team, or sensitivity of the directory.
- 2. Unlock the Vault. Upload and sharing controls need the active Vault to be unlocked.
- 3. Upload the directory. Use the supported folder upload flow rather than flattening the contents into loose files.
- 4. Wait for every item to finish. Do not create the share link while the directory is still incomplete.
- 5. Review the uploaded tree. Check top-level folders, file counts, key dependencies, names, and the manifest.
- 6. Share the selected folder. Create a scoped link for the smallest folder that contains the complete delivery.
- 7. Send instructions. Tell the recipient the expected size, extraction or opening steps, and the checksum when one is provided.
- 8. Manage the share. Revoke the link when access should end and retain or delete the folder according to the project policy.
Relay and File Pass workflow
Package the folder for a live handoff
- 1. Create and test one archive. Package the reviewed folder as ZIP, TAR, or another agreed format and verify that it extracts cleanly.
- 2. Confirm the recipient is ready. Live Relay requires both sides to be available for the handoff.
- 3. Select the archive in Relay. Use the web or desktop workflow that fits the file size and environment.
- 4. Enable client-side encryption when appropriate. Use the supported optional encryption flow when the recipient environment can open it.
- 5. Use a File Pass when the transfer needs that one-off path. One File Pass covers one transfer containing one or multiple files and, for the Live Relay transfer, is consumed only after successful completion.
- 6. Share the live link and keep the session active. Do not close the sender workflow before the recipient finishes.
- 7. Verify the result. Compare the archive size or checksum and have the recipient test extraction before deleting the local original.
Later downloads
Vault keeps the directory available
The recipient can retrieve the shared folder after the message arrives, while the link and retained content remain active.
Live handoff
Relay moves one packaged archive now
Both sides stay connected until the archive finishes instead of creating a link to stored files.
One-off scale
File Pass applies to one transfer
One File Pass covers one occasional large Relay transfer containing one or multiple files. Use an archive when hierarchy matters.
Audit hidden and system files
A folder may contain caches, thumbnails, local databases, credentials, editor state, or operating-system metadata that the recipient does not need. Review the package before upload and remove anything that expands risk without helping the project.
Do not assume hidden means harmless.
Verify after extraction
The recipient should extract into a clean destination, open the main project from the extracted copy, and check linked assets. Compare a manifest or checksum when the job requires exact integrity evidence.
Keep the local original until acceptance is complete.
Empty folders and special links need extra care.
Archive tools and operating systems do not all preserve empty directories, symbolic links, permissions, or extended attributes the same way. If those details matter, document them, choose a suitable archive, and test on the recipient platform.
Common questions
Frequently asked questions
Can I send an entire folder without creating a ZIP?
Yes for a retained Vault delivery: upload the directory, wait for every item to finish, then share the selected folder. For Relay or a File Pass, package the directory as one archive when preserving the hierarchy matters.
Should I use ZIP or TAR for the folder?
Use ZIP when broad compatibility matters. Use TAR or another platform-appropriate archive when permissions, symbolic links, or Unix-oriented metadata matter, and confirm the recipient can extract it correctly.
Does compressing a folder always make it much smaller?
No. Video, images, audio, installers, and many project assets are already compressed. An archive is still useful for keeping the structure together even when the size barely changes.
Can the recipient download without a PhotonFile account?
Yes. Recipients can download from a Vault share or receive a Relay transfer without creating a PhotonFile account.
Should I use Relay, File Pass, or Vault?
Use Live Relay when both you and your recipients can remain online until the transfer completes. Keep your browser tab or desktop app running until all downloads finish. Choose Cloud Transfer so recipients can begin downloading while you upload or download later. Keep your browser tab or desktop app running until your upload finishes. After that, you can close it or go offline, and recipients can still download using the shared link. Use Vault to keep folders and work on them over time. One File Pass covers one Live Relay or cloud transfer, containing one or multiple files. Cloud Transfer allows one confirmed delivery. Once the complete transfer is confirmed saved, new downloads stop and automatic deletion begins. Use Vault for repeated downloads.
How do I prove the folder arrived intact?
Include a manifest, record the archive or file count, and compare a checksum when exact-byte verification matters. The recipient should extract or download into a clean location and confirm linked assets open correctly.
Keep going
Related guides
Send large CAD files securely
Package drawings, models, references, fonts, and project assets before delivery.
Send a file too large for email
Use a Vault link when the recipient needs to retrieve the package later.
Securely deliver client work
Turn a finished project folder into a controlled, professional release.
Product and technical references: Upload and organize files Share files and folders safely Relay guide File Pass and Vault pricing Desktop guide
Keep the project together from send to open.
Choose Photon Transfer for Live + Cloud delivery, or upload the complete directory to Vault for ongoing access. An archive can preserve platform-specific metadata when needed.