Files and evidence
Attach screenshots, exports and documents to the work they prove, link to files held elsewhere, and choose what the client can see.
Why attach evidence
“Trust me” is a weak answer to “why this change?”. A screenshot of the problem, the export that showed it or the document the client signed off turns an opinion into a record, and it stays attached to the work for the next person.
Add a file or a link
- Open the task, opportunity, campaign, meeting, strategy or approval you want to attach it to.
- Choose to upload a file, or link evidence if it lives elsewhere (a shared drive, a Looker Studio report). For a link, give the URL and a name.
- Choose its visibility: internal or client.
The largest file you can upload is set under Settings › General (Max upload size).
What the client sees
- Internal files never appear in the portal.
- Client files appear in the portal where they belong, such as an approval or the Documents tab.
- Evidence on an approval is always shown to the client, because it is part of what they are deciding on. SEO Ops sets it to client visibility for you.
- Images (PNG, JPG, GIF and WebP) appear as a thumbnail that opens the full picture. Other files appear as a badge with a download link.
- SVG and HTML files are never displayed in the browser, for safety. They can only be downloaded.
How files are protected
Files are served through SEO Ops, not as public web addresses. Opening an attachment in the portal signs the request as the person looking at it, and only people with access to that client can open it.
Good habits
- Name evidence for what it proves, such as “Redirect chain before fix”, not “Screenshot 14”.
- Attach it when you raise the task, not after the client asks.
- Keep client files tidy. Anything marked client visible is something the client may open.
What to attach, by situation
| Situation | Attach |
|---|---|
| Proposing a page rewrite | A screenshot of the current page, and the draft copy. |
| Reporting a technical problem | The crawl export or a screenshot showing it, with the URL. |
| Recommending a redirect plan | The old-to-new address list as a document. |
| Showing a result | A before and after screenshot, labelled with dates. |
| Recording a decision from a call | The email or note that confirms it. |
Choosing visibility
- Ask: would I be comfortable if the client opened this? If yes, it can be client-visible.
- Working files, raw exports with other clients’ data or internal discussion should stay internal.
- If you are attaching it to an approval, it will be shown to the client, so check it first.
Common questions
Where are files stored?
On your own WordPress site. Nothing is sent to a third-party file service.