Storage and files

Openbook does not hold your files. Every file your organization produces — feed images, chat attachments, card attachments, broadcast recordings, check-in videos, anything anyone uploads — is saved once in the Vibeforce account service, the same place that holds your sign-in and your organizations. Openbook hands it the bytes and keeps only the id it gets back.

That matters for two reasons a person actually notices:

• One file list per organization. It shows files any Vibeforce product saved for that organization, not just Openbook's.
• One allowance per account, spent across every product. Filling it in Openbook fills it in Madebook and CodeBook too. This is the thing that surprises people, and it is covered in full below.

Where the pages are

The organization's Storage and Files pages are at your Vibeforce account, in the sidebar of the organization's page there. From Openbook, open your organization and press Members & access on its Home; the account page opens in a new tab, and Storage and Files are in its sidebar.

• Storage — the allowance bar, a breakdown of what is using it, and where this organization's bytes physically sit.
• Files — the full list of what is in there, searchable, with upload, open and delete.

These used to be pages in Openbook's organization sidebar. They moved to the account service, which is where the files and the settings always lived, and they are the same pages whichever product you come from.

Inside Openbook, a thin version of the bar sits under the organization's name in the organization switcher at the bottom of the sidebar, on the organization's pages, for anyone in the organization.

The allowance is per account, not per organization

This is the one rule worth reading twice.

The allowance belongs to an account — a person's Vibeforce login — and it is charged to the owner of the organization. Every organization that account owns draws on the same number, and so does every other Vibeforce product that account uses. There is one pile of bytes.

So if you own three organizations and use all three products, a recording saved in Madebook makes the bar go up on each of those organizations' Storage pages. Delete it in either place and the bar goes down in both.

The default allowance is 30MB per account unless a platform admin has changed it. That is small on purpose: it is the free tier, and the two ways past it are below.

Two things the bar does not mean:

• It is not a per-organization number. Used and limit are the owner's account-wide totals, even though you are looking at one organization's page — the page says so: The owner's allowance, shared by every organization they own and every Vibeforce product.
• The breakdowns underneath it — by kind and by product — are scoped to the organization you are looking at. The bar is account-wide; the lists beneath it are local. They will not add up, and that is correct.

Where the bytes sit

Each organization chooses its own storage, under Where files are saved on the Storage page. Four options:

• Vibeforce storage — the platform's own bucket. The default, no setup, and the only option that counts against the allowance.
• Your S3-compatible bucket — Amazon S3, Cloudflare R2, Backblaze B2, DigitalOcean Spaces, Wasabi, Google Cloud Storage in interoperability mode, or a self-hosted MinIO or Garage.
• Dropbox — saved into the connected Dropbox.
• Microsoft SharePoint / Teams — saved into a SharePoint drive through Microsoft Graph.

Bytes on your own S3, Dropbox or SharePoint are still recorded in the file list and still deletable from the Files page — they are simply not metered. You are paying that provider directly, so the allowance stops applying. Moving to your own bucket is therefore the fastest way out of a full allowance, and it needs no one's permission but the organization's own owner or admins.

Changing the provider does not move the files you already have. New files go to the new provider; existing ones stay where they were written and keep counting exactly as before. If your allowance is full and you switch to your own bucket, the bar stays full until you delete the old files.

Your own S3-compatible bucket

Pick the S3 option, then choose a Provider preset — Amazon S3, Cloudflare R2, Backblaze B2, DigitalOcean Spaces, Wasabi or Google Cloud Storage. The preset only prefills the endpoint, and the endpoint is what is saved; any service that speaks the S3 API works, so if yours is not listed, take the closest preset and correct the endpoint.

Then fill in:

• Endpoint — the URL of the service. Leave it empty for real Amazon S3.
• Region — the bucket's region, for example us-east-1.
• Bucket — the bucket name.
• Access key and Secret key — credentials with write access to that bucket.
• Path-style URLs — switch on for self-hosted MinIO and Garage, which generally need path-style addressing rather than virtual-hosted-style.

Dropbox

Provide a Dropbox access token from an app you create at dropbox.com/developers with the files.content.write scope.

Microsoft SharePoint / Teams

You need an Entra app registration with Files.ReadWrite.All application consent. Then provide the Tenant ID, the Client ID, a Client secret, and the Drive ID of the target SharePoint drive. Teams file libraries are SharePoint drives, so the same settings cover both.

About the credentials

Storage credentials are held by the account service, sealed, and are never handed back out — not to Openbook and not to your browser. A saved secret comes back masked. Saving the form with a secret left masked keeps what is stored, so you can change the region without retyping the key. To replace a credential, clear the field and type the new one.

The two refusals

Both come from the account service, and Openbook does not second-guess either. A limit inside Openbook that disagreed would refuse files the platform would happily take and accept files it will not.

"That file is too large"

One file is over the per-file ceiling. The ceiling is 20MB unless a platform admin has raised it, it applies to every product at once, and it applies whichever storage provider the organization uses.

What to do: compress it, split it, or ask a platform admin to raise the ceiling. They can set it as high as 1GB — no higher, because a whole upload is held in memory while it is decoded.

"Storage is full"

The owner's account has used its whole allowance. New saves are refused everywhere that account owns something, in every product, until something changes.

What to do, in the order most people want them:

1. Delete files from the Files page. Sort out the recordings first — they are almost always the largest thing in the list.
2. Move the organization to its own storage (S3, Dropbox or SharePoint, above). An owner or an admin can do this without asking anyone. Remember that existing files keep counting until you delete them.
3. Ask a platform admin for a higher allowance. They set it per account, at the account service, not in Openbook.

The check is made against live usage as the bytes land, not only before the upload starts, so two large uploads racing for the last megabyte cannot both win. If an upload fails partway with this message, nothing was kept.

The Files page

Everything the organization has, from every product, with the file's name, the product that saved it, its size and when it was saved.

• Search by name, and filter by type (images, video, audio, documents, everything else) and by where it came from: Uploads, Chat, Recordings, Card attachments, Profile pictures or Generated images. Clear resets the filters.
• Upload a file by hand. It is tagged as an upload.
• Open any file.
• Delete a file. This removes the bytes, not just the row, and frees the allowance immediately. The confirmation names the storage it is being removed from.

Deleting is real and immediate. Anywhere the file was embedded — a post, a card, a session replay — stops loading it. Check before you delete.

What is not in this list

The concierge keeps its chat attachments with the conversation rather than in shared storage — up to 6 per message, 4MB each. They do not appear on the Files page and they do not count against the allowance.

Who can do what

Action	Who
See the Storage page and the usage bar	Any member of the organization
See and search the Files page	Any member
Upload a file	Any member
Open a file	Any member
Delete a file	Whoever uploaded it, or an owner or admin
Change the storage provider and its credentials	Owner or admin
Raise the per-file ceiling or an account's allowance	A platform admin, at the account service

Members who are not an owner or admin can open the Storage page and read the settings — with the secrets masked — and the page tells them only an owner or an admin can change it.

Where to go next

• What is on each organization page, here and at the account: Organization pages & settings
• Roles, and who counts as an admin: Roles and permissions
• Setting the ceiling and per-account allowances: Platform administration