Add, Manage, and Share Files

Your Rev account is where your uploaded files live. This article explains how to add files, organize them with folders, color tags and workspaces, rename, move, download and delete them, and share files or folders with other people.

In this article

Add Files

Your Home page in your account has an upload box where you can: 

  • Browse files: upload from your device, or from Dropbox, Box or OneDrive.
  • Drag and drop files from your device.
  • Browse Google Drive: import files from Google Drive.
  • Upload a ZIP file stored on your device.
  • Upload from link: paste a URL to an online audio or video file.

You can also upload with the + New button in the top left of your account.

Home page upload box titled Securely upload files and videos, with a Browse files button, a drag-and-drop area, a supported formats note, and options to Browse Google Drive, Upload a ZIP file or Upload from link.

 

When pasting a URL, make sure the file is publicly accessible. It can’t be password-protected or set to private.

Uploaded files are automatically sent for AI transcription, and the minutes are deducted from your monthly AI minutes. To turn this off:

  1. Go to Account Settings > File Preferences.
  2. Scroll to AI Transcript Settings and click Edit.
  3. Uncheck Auto Transcribe with AI.

When Auto Transcribe with AI is off, uploading a file doesn’t use any minutes. When you open the file’s transcript later, Rev asks you to confirm before deducting the minutes.

AI minutes confirmation: Processing this file will deduct 3 AI minutes from your monthly total, with Cancel and Continue buttons.

Back to top

Manage Files

You can manage uploaded files from My Files or from any workspace. Most actions are in the ellipses menu (•••) to the right of each file.

 

Rename

  1. Click the ellipses menu (•••) to the right of the file.
  2. Select Rename.
  3. Type the new name and press Enter (Return on a Mac) to save.
Click the ellipses menu (•••) to the right of the file. Select Rename. Type the new name and press Enter (Return on a Mac) to save.

 

Avoid special characters such as emojis or accented letters in file names. They can cause a file to fail to process.

 

Create an order

To order a service for an uploaded file, click the ellipses menu (•••) to the right of the file and select Start an order.

File ellipses menu with Start an order highlighted.

 

You can also start a human-verified order from Human-verified services in the left menu. Choose Order human transcription, Order human captions or Order global subtitles.

Human-verified services menu in the left panel, expanded to show Order human transcription, Order human captions and Order global subtitles.

 

Or click any of the links below to start an order for that service:

Read our Placing An Order article to learn how to place an order from start to finish, track your order progress and troubleshoot common issues. 

 

Move 

You can move files and folders between workspaces and folders.

  1. Click the ellipses menu (•••) to the right of the file and select Move.

    File ellipses menu with Move highlighted.

  2. Click a workspace, or click the arrow next to it to choose a folder inside it. The destination is highlighted in purple.

    Move “Recording” window listing My Files with the folders My Meetings and Tutorial. My Files is highlighted in purple. Buttons: New Folder, Cancel and Save.
  3. Click Save.

 

Folders

To create a folder:

  1. Click the folder icon next to the workspace or My Files name.

    Folder icon menu next to My Files, open with Upload files and New folder.

  2. Select New folder.

    New folder window with a name field and Cancel and Create folder buttons.
  3. Type a name and click Create folder.

To manage a folder, open it and click the folder icon next to its name. From there you can upload files, create a folder inside it, share, move, rename, download or delete the folder.

Folder menu open with Upload files, New folder, Share folder, Move, Rename, Download and Delete.

 

If you delete a folder, all files in the folder will be permanently deleted and will not be retrievable.  

 

Delete

Deleting a file permanently removes it from Rev, and support can’t recover it. Download anything you need first. Deleting a folder permanently deletes every file in it.

  1. Click the ellipses menu (•••) to the right of the file and select Delete.

    File ellipses menu with Delete at the bottom.
  2. Click Delete in the confirmation window.
Confirmation window: 1 item selected for deletion. Are you sure you want to permanently delete this item? with Cancel and Delete buttons.

 

Select Multiple Files

To move, download, tag or delete several files at once, check the box to the left of each file name. Then choose an action from the menu above the file list.

To select a range, check the first file, hold Shift, and check the last file. Every file in between is selected.

Animation: checking several files in My Files, then clicking Delete in the menu above the file list.

 

Color Tag

Use color tags to group files, for example by priority, project or client.

  • Add a tag: hover over a file, click the tag icon, and choose a color: red, orange, yellow, green, blue or violet.

    Tag icon next to a file, open to show no tag, red, orange, yellow, green, blue and violet.
  • Change or remove a tag: click the tag icon again and pick another color or no tag.
  • Filter by tag: click the tag filter above your file list, check the colors you want to see (or Untagged), and click Apply.
Tag filter titled Show, with checkboxes for Untagged, Red, Orange, Yellow, Green, Blue and Violet, and an Apply button.

 

Download Your Files

To download a file, click the ellipses menu (•••) to the right of the file and select Download. For file formats and downloading transcripts, captions and subtitles, see Download Your Files.

File ellipses menu with Download highlighted.

Back to top

Share Files

Every file has its own share link. You decide who can open it and whether they can edit it. You can open the share window from your files, from the editor, or from the mobile app:

  • My Files or a workspace: click the ellipses menu (•••) to the right of the file and select Share.

    File ellipses menu with Share highlighted.

  • Editor: click Share transcript at the top of the editor.

    Share transcript button at the top of the editor.

  • Mobile app: tap the ellipses menu (•••) to the right of the file, then tap Share Link.

    Mobile app file menu with Share Link, Rename, Manage Access (Restricted), Move and Delete.

In the share window, click Copy link, or type an email address to share the file with a specific person.

Share window for a file, with an Invite others by name or email field.
Copy link button.
General Access set to Anyone with the link, with Viewer selected: anyone, even those outside your organization, will be able to access this file.

 

Choose Who Can Access the File

Under General Access, choose who can open the link:

  • Anyone in this org: only members of your shared account can open the file. They must sign in to confirm they’re in your organization.
  • Anyone with the link: anyone with the link can open the file without signing in.
  • Restricted: only people whose email address you added can open the file. They must sign in with that email address. You can add as many email addresses as you need.

Then choose what they can do:

  • Viewer: they can view the file.
  • Editor: they can edit the file.

Be careful when giving Editor access. Changes can’t be undone after that person closes the editor.

To share every file in a folder at once, open the folder, click the folder icon next to its name, and select Share folder.

 

Change Sharing Settings

To change who has access, open Share for the file again. You can change permissions, remove people or copy the link. Click Save to update.

Back to top

Video Tutorials 

Back to top