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Files & Documents

Paper gets lost in a barn. Files keeps the documents that belong to your rabbits with the rabbits themselves: registration certificates, show legs and Grand Champion certificates, sale receipts and agreements, health papers, and pedigrees from other breeders. Every file is private to your account. Nothing in Files is ever shown on the Marketplace or anywhere public.

What you can store​

  • PDF, JPG and PNG files, up to 25 MB each.
  • iPhone photos saved as HEIC need converting to JPG first. The phone app's camera and photo picker do this for you.
  • Up to 60 new files a day.
  • Adding the same file twice does not store a second copy. The file you already have is linked to the new record instead.

Each file has a title, a kind (registration, show leg, GC certificate, health, receipt, agreement, pedigree, photo or other), and optionally a document date, an expiry date and a note. The expiry date is useful for health certificates: the library can show only files that have expired or expire in the next 30 days.

Add a file​

Open Files from the menu and drop files onto the page, or click to choose them. To add a file straight to a record, use the Files section on it; the file is linked to that record as it uploads. Rabbits, litters and contacts have the section on their page, show entries and finance entries in their edit window, and health events and treatments have a Files button on their card in Health.

One file can belong to several records. A sale receipt might belong to the rabbit and to the buyer; a pedigree to the rabbit and to the breeder you bought it from. Open the file and choose Link to a rabbit or contact, then search by name or ear tag. Removing a link never deletes the file.

Find a file​

Files in the menu lists everything you have stored. Search looks at titles, notes, and the names and ear tags of the rabbits a file is linked to, and it tolerates small misspellings. You can narrow the list by what a file is linked to, by type (PDF or image), and by expiry, and sort by newest, oldest, document date, title, size or recently opened.

The main search finds files too. Once a document has been read, both searches find words inside it, and part of a word is enough: "eu" finds a page that says "European Union".

On the web you can select several files and choose Download as zip to save them in one go (up to 200 files or 2 GB at a time).

Search inside your documents​

OmniBurrow can read your documents so search finds what is written in them, such as a registration number or a judge's name, and so Willow can answer from them. It only does this if you allow it.

The first time you open Files, a card asks whether to read your documents. Read my documents shows exactly what is sent and asks you to allow it; Not now leaves everything unread and the card does not come back. You can change your answer at any time in the app under Settings → Legal & support → AI data sharing.

On the web, the same switch is under Account → AI data sharing.

How it works:

  • Reading uses Google Gemini, as Willow and pedigree import do. Under Google's terms for the paid Gemini API, Google does not use what is sent to improve its products.
  • Files you already had are read too, a few at a time, so it can take a little while.
  • A PDF that already contains its text (one saved from a program rather than scanned) is read without counting toward the allowance. Scans and photos are read page by page, and an account can have 300 pages a month read that way; anything past that waits for the next month.
  • A long scanned PDF is read from the start, up to 30 pages, and the file says so.
  • A date you typed on a file is never replaced by one that was read.
  • If a file could not be read, the file says so, with Read again.

The text read from a file is kept with the file and deleted with it.

Fill in from a document​

Once a show leg, receipt or registration certificate has been read, the file can fill in the record it belongs to. Open the file and look for Fill in from this file. Each suggestion lists exactly what would change, and nothing is saved until you choose Apply:

  • A show leg adds a show entry for the rabbit, with the show, date, class, placing, judge and the leg earned. If that rabbit already has an entry on that date, only its empty fields are filled.
  • A receipt adds an expense with the date, amount and seller. Feed, medicine and show fees are recognised from the items; anything else is filed as supplies.
  • A registration certificate adds the registration number to the rabbit. If the rabbit already has a different number, the suggestion says so, and applying replaces it.

The rabbit is the one the file is linked to, or else the one whose ear tag or name matches the document exactly. The file is linked to the record it filled in. Filling in needs a connection.

Missing paperwork​

Files keeps a quiet list of papers you would usually keep but have not added: a show leg with no certificate, and a rabbit you have for sale with a registration number but no registration certificate. In the app, tap Missing paperwork at the top of Files when anything is missing. Adding a file there links it to the right record with the right kind, and it leaves the list.

On the web, choose Missing paperwork in the library's Show filter.

Files that go with a sale or transfer​

When you sell a rabbit, or send it to another breeder, the form lists the files linked to that rabbit or to its show entries. Registration certificates, show legs, Grand Champion certificates and pedigrees start switched on for a rabbit that changes hands; receipts, agreements, health papers and photos start off. For a pedigree copy, nothing starts on. Switch each file on or off before you send.

When the other breeder accepts, each chosen file is copied into their own Files and linked to their rabbit. Your originals stay in your library, and your notes on the files stay with you. If their storage is full, the rabbit still arrives, and the transfer says how many files did not fit, on both sides.

Buyer packet​

A buyer packet is one PDF with a cover page (your rabbitry name and logo, the rabbit, the buyer and the date), the rabbit's pedigree, and the papers you choose, each under its own title. In the app, open the rabbit and choose Buyer packet on its Files card; the packet opens in the share sheet, so you can print it, email it, message it or save it. A packet holds up to 30 files and 20 MB of files, and making one needs a connection.

On the web, open the rabbit's Actions menu and choose Buyer packet; the PDF downloads.

Expiry reminders​

A file with an expiry date, such as a health certificate, puts a reminder in your tasks 14 days before it expires (or today, if that is already less than 14 days away). Changing the date moves the reminder, and clearing the date or deleting the file removes it.

View a file​

Tap or click a file to open it. Photos open full screen and zoom with a pinch, a double tap or double-click, or the mouse wheel. PDFs show every page.

On the phone, a file or PDF page you have opened once stays on the phone and opens without signal. One you have never opened needs a connection the first time.

Keep files on your phone​

In the app, any file you have opened recently opens again with no signal while it is still in the phone's cache. To be sure a file is there when you need it, turn on Keep on phone:

  • on a file, to keep that file;
  • on a rabbit's or another record's Files card, to keep every file linked to it, including files you add later.

Kept files download whenever the phone has a connection and stay on the phone until you turn the switch off.

Upcoming shows. When a rabbit has a show entry in the next 7 days, its files (registration, legs and anything else linked to it or to its show entries) are kept on the phone automatically and released the day after the show, so your papers are there at the showroom even without a signal.

Settings › Data shows how many files are kept and how much space they use. Files kept on this phone removes the copies (your files stay in your account and download again when you open them online), and Keep papers for upcoming shows turns the automatic copies off.

Delete a file, and get it back​

Deleting a file moves it to Recently deleted, where it stays for 30 days. From there you can Restore it, with its links to records that still exist, or delete it for good straight away. After 30 days it is removed automatically.

When you delete a rabbit, litter, contact, show entry or finance entry that has files, you are shown those files and asked which to delete with it. Every file is kept unless you choose otherwise.

Storage allowance​

Each account can store up to 10 GB of photos and documents. Rabbit and litter photos count toward that, and so do files in Recently deleted until they are removed. Files shows how much you are using.

When an account reaches the limit, new uploads stop; nothing already stored is deleted. You are offered two ways to make room: Empty Recently deleted and Show largest files. On the phone, files that were waiting to upload go automatically once there is room.

When a trial or subscription ends​

From November 1, 2026: if your free trial ends without a subscription, or your subscription ends, your records stay in your account and you can still download a copy of everything (records, photos and files) with Export my data on your account page. Uploaded files and photos are kept for 90 days after access ends. We email you 30 days and 7 days before they are deleted, with a link to download them, and once more when it is done. Subscribing again before then keeps everything. Your rabbits, pedigrees, litters, weights, notes and other records are never deleted.

Backups and export​

Files are stored privately, and a copy is made every night. They are included when you export your data, in the photos archive of the export. See Backup, Export & Deletion.

Restoring a backup brings files back too, and it never removes a file you have now:

  • A file that is still in your account, or in Recently deleted, is left as it is.
  • A file you have since uploaded again is linked to the copy you have.
  • A file added after the backup was made stays.
  • Files that would take you past the storage allowance are skipped, and the restore says how many.

Restore needs both archives from the export, the data archive and the photos archive; without the photos archive your records come back but files do not.