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FAQ: How Can I Keep Files Under the 12 MB Limit?

This article provides best practices to successfully upload and store files in Smartwebs, keeping them under the 12 MB default by compressing PDFs, resizing images, scanning at 200–300 DPI, and exporting documents using reduced-size settings.

Purpose 

Smartwebs supports file uploads and content storage across its software, including the Association Documents homepage, Violations, Architectural, Communications, and Accounting. 

While Smartwebs can increase the maximum file size limit at the Association level above the 12mb default, each level of added data storage comes with an additional cost, as follows:

  • Up to 12mb = free *included in monthly subscription fee
  • Up to 35mb = 5x monthly fee
  • Up to 60mb = 8x monthly fee
  • Up to 90mb = 12x monthly fee

Note: any changes to the maximum file size must be processed by Smartwebs and added to client billing. Please contact Support to request an increase. 

To mitigate cost and promote efficient system performance, follow these best practices within each Smartwebs module, to keep files under 12 MB.

📸 Violations 

Violation uploads have the potential to exceed if high-resolution photos are included.

Recommended practices:

  • Resize photos to 1600 × 1200 pixels or similar

  • Use JPG format instead of PNG

  • Choose Medium quality when exporting or sharing photos from your phone

  • Avoid uploading multiple full-resolution photos—resize first

  • Crop images to show only the violation area

Tip: Phone photos taken at full resolution can exceed 5–10 MB each. Resizing reduces size significantly without losing useful detail.

📐 Architectural 

Architectural plans and contractor documents can become large, especially when exported for printing.

Recommended practices:

  • Export plans as “Reduced Size PDF” or “Optimized PDF”

  • Scan documents at 200–300 DPI (not 600 DPI or higher)

  • Save scans in Black & White or Grayscale when color is unnecessary

  • Remove blank pages or duplicate drawings

  • Split large plan sets into multiple files (for example: “Site Plan,” “Elevation,” “Materials”)

Tip: Print-quality PDFs are much larger than screen-quality PDFs and may not be necessary for Arc Committee review.

📄 Communications and Workflow 

Communication Templates often include embedded logos, letterhead, or images.

Recommended practices:

  • Compress images before inserting into letters

  • Use JPG images for logos instead of PNG when possible

  • In Word or similar programs:

    • Use Compress Pictures → Email or Screen resolution

  • Export letters using “Smallest File Size” PDF option

  • Avoid copying large images directly from websites

Tip: Embedded high-resolution logos can increase file size significantly without improving readability.

💰 Accounting 

Financial Report Packets, Statements, Collection Letters, and Homeowner Ledgers may become large due to formatting, images, or scanning settings.

Recommended practices:

  • Export statements using Reduced Size PDF

  • Scan at 200–300 DPI

  • Use Black & White or Grayscale scanning

  • Remove unnecessary pages before saving

  • Avoid scanning documents in full color unless required

Tip: Color scanning can increase file size by 5–10× compared to grayscale.

📦 Association Documents Folder and General Best Practices  

Compress files before uploading

  • Use built-in “Compress PDF” or “Reduce File Size” options

Avoid unnecessary content

  • Remove blank pages

  • Remove duplicate images

  • Crop images when possible

Split large files if needed

  • Upload multiple smaller files instead of one large file

Use appropriate formats

  • Images: JPG preferred

  • Documents: Optimized PDF preferred

Why this matters

Keeping files under 12 MB ensures:

  • Cost mitigation

  • Successful uploads without errors

  • Faster processing and loading

  • Improved system performance

  • Efficient review by managers and board members