Storing Files in monday.com: The Complete Guide for Agencies & Teams

As a monday.com consultant who’s been implementing the platform for over six years, I’ve seen firsthand how teams use — and sometimes misuse — monday.com for file storage. While monday.com can manage documents and light assets, it’s not designed for heavy, long-term digital asset storage. In this guide, we’ll answer the top questions about file storage in monday.com and share best practices based on real-world usage.

1. Can you store files directly in monday.com?

Yes — monday.com lets you attach files directly to items using the Files Column, Updates, or the Files Gallery view. You can upload files from your computer or link external storage like Google Drive, Dropbox, OneDrive, or Box.

2. What file types and sizes are supported?

You can upload virtually any file type — documents, spreadsheets, images, design files, videos, ZIP archives, etc. However, there’s a maximum file size of 500 MB per file when uploading natively. If you need to upload larger assets, you must either zip them first or store them externally and link to them.

3. How much total storage does each monday.com plan include?

File storage isn’t unlimited. The amount of storage varies by plan:

• Free Plan: ~500 MB total storage — suitable for very light use (e.g., small PDFs, docs).
• Basic Plan: ~5 GB total storage — enough for small images and documents but limited for larger assets.
• Standard Plan: ~20 GB — better but still not ideal for heavy media teams.
• Pro Plan: ~100 GB — useful for medium usage but can fill up quickly with rich media.
• Enterprise: Up to ~1 TB or more depending on custom agreements — better for heavier storage but still not a replacement for DAM.

Note: These limits apply to stored files, not links. If you link files from Google Drive or SharePoint, they don’t count toward monday.com’s storage quota.

4. Does storing files impact board performance?

In my experience, yes — when boards contain hundreds or thousands of heavy file attachments, performance can slow down considerably. Boards with more than ~1,000 items and dozens of attached files can become sluggish, especially for users on lower-tier plans. This isn’t a flaw of monday.com — it’s a product design constraint. monday.com optimizes for task and workflow management, not DAM-level asset storage.

For creative agencies generating large images, videos, and design drafts, this means:

• Native file storage is ideal for briefs, light previews, feedback images, and short clips.
• Large or final assets should live in cloud storage (Google Drive / SharePoint / DAM).

Linking heavy files instead of uploading them directly keeps your boards fast, clean, and manageable.

5. Can you organize and find files easily?

Yes — monday.com offers multiple views:

• Files View: see all attachments from a board in one place.
• Files Gallery: visual browsing of attachments.
• Files Tab: view all files attached to a specific item.

These help with quick access, but the more files you attach, the harder it becomes to manage them within monday.com compared to a dedicated storage system.

6. Can you control who can see and download files?

Yes — file access follows monday.com’s board and workspace permissions. Boards can be private, shared with guests, or open to all internal team members. Linking external storage adds an additional layer of permission control, since you can set who can view or edit the files in the source platform.

7. How should a creative agency store files?

Here’s a workflow I’ve implemented successfully:

1. Work & Collaborate in monday.com:
   • Briefs, feedback cycles, drafts, annotations.
   • Short preview files (optimized for web view).
2. Store heavy files externally:
   • Final assets (high-res videos, layered design files, large image collections) live in Google Drive / SharePoint / DAM.
3. Link from monday.com:
   • Instead of uploading, paste the cloud file link into a Files-type or Link Column.
   • This keeps boards lightweight, avoids hitting storage limits, and keeps performance responsive.

This hybrid strategy gives you the visibility and workflow context you need in monday.com, without the drag of storing heavy assets. It’s especially useful for agencies dealing with ongoing creative work.

8. Are there tools to help manage file storage?

Yes — third-party tools like Storage Saver automatically offload files from monday.com to cloud storage and replace them with links, helping you stay under storage caps and keep boards lean.

Additionally, apps like Advanced File Gallery help organize and visualize attachments more effectively within monday.com.

9. How many files can you upload to a board?

There is a platform-level file count limit (historically discussed as ~20,000 files per board). While details can change, it underscores that monday.com isn’t a scalable DAM by design. If you approach tens of thousands of attachments, consider external storage with linked references inside monday.com.

10. When shouldn’t you store files in monday.com?

Based on real implementations:

• Final creative assets (large video, high-res images, layered design files)
• Project archives with thousands of assets
• Central media libraries for client deliverables

In these cases, rely on Google Drive, SharePoint, a dedicated DAM, or cloud storage — and link from monday.com for context and tracking.

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