--- title: Upload and Manage Reference Files url: https://docs.maxio.com/configuration/maxio-core/utilities/upload-and-manage-reference-files applies_to: Maxio Core updated: 2026-09-23 --- # Upload and Manage Reference Files Store supporting files on your account for your team to come back to, such as a rate card, a signed agreement, or a spreadsheet of notes, instead of keeping them in email or a shared drive. Unlike the files you upload for an import, a reference file is never used as the source of an import and can be any file type. ## Before you start You need Admin access to your account to see the Reference Files page. See Understand User Roles and Access Controls for how roles and permissions work. Reference files accept any file type. There's no extension restriction, unlike the CSV-only files used for imports. Each file name must be unique among your reference files, ignoring capitalization. If a file with the same name already exists, the upload is rejected. Rename the file, or delete the existing one, and try again. ## Upload a reference file You can upload one file at a time or drop several files together. Maxio scans each file for viruses as it uploads. **To upload a reference file** 1. Go to **Admin** > **Utilities** > **Reference Files**. 2. Drag a file onto the upload area near the top of the page, or select the **click to browse** link to choose a file instead. 3. Repeat for any additional files. Each file uploads on its own, so you don't need to wait for one to finish before starting the next. ### What to expect Once every file in a batch uploads successfully, the page refreshes to show the new files in the list. If any file in the batch fails, its error stays in the upload area so you can read it, and a brief message confirms how many of the other files uploaded. A file that contains a virus is rejected during upload and isn't saved. If the virus scan can't finish while the file uploads, the file is saved with a status of **Scanning...** until a background scan checks it. It then moves to **Available**, or to **Infected** if the scan finds a virus. The list shows only **Available** files by default, so a file that is still being scanned doesn't appear until you clear the **Status** filter. ## View and filter uploaded files Each row in the list shows: - **File Name**: click it to download the file. Files with a status of **Scanning...** or **Infected** can't be downloaded. - **Created By**: the user who uploaded it. - **Created**: the upload date and time. - **Size** - **Status**: **Scanning...**, **Available**, or **Infected**. Because a reference file is never used as an import source, it never shows the **Used in Import** status you'd see on the Upload CSV Files page. Click a column header to sort by it. By default, the list sorts by **Created**, newest first. By default, the page only shows files with a status of **Available**. To see a different set of files, open the filter dialog and change any of these: - **Status**: leave it blank to show files of every status, or select **Available**. - **Created Date**: a date range, or a preset period such as **Last 7 Days**, **Last 30 Days**, or **Last 90 Days**. - **Created By**: the username of the user who uploaded the file. Click **Clear Filters** to remove every filter, including the default **Available** filter, and see every uploaded file. ## Delete a file > **WARNING:** Deleting a reference file removes it from storage permanently. This can't be undone. Delete a reference file you no longer need, either one at a time or several at once: - **To delete one file**, click its row's action menu and select **Delete**. - **To delete several files at once**, select their checkboxes and click **Delete Selected**. Confirm the deletion in the dialog that appears. Maxio removes the file and shows a brief confirmation message once it's done. A file that is still being scanned can't be deleted yet. Its checkbox and **Delete** option are disabled until scanning finishes.