How to point to a file in a different folder on iOS/iPadOS?

Question

On my iPad, I use iCloud Drive and the Files app. My files are organized in folders in iCloud Drive so that I can access them on all of my devices.

I frequently want to point to a file that is stored in a different folder.

For example, I have four folders in iCloud Drive that I access via the Files app on iPad. I would like to have a reference/pointer to the same file (e.g., a PDF) in all of those four folders.

Having copies of the file in different folders causes redundancy and it needs space. When I update the file, I have to update it in all folders.

On macOS, I can create a symbolic link or an alias for such purposes. I believe that this is not possible on iOS and iPadOS.

I‘m aware of tags and favorites. However, they are global and I don‘t want to clutter these with files I need only in certain projects. They also cannot be organized hierarchically like folders and subfolders.

So, what is the best way to point to a file in a different folder without having a copy of that file?

Although symlinks and aliases are not supported by iPadOS, I am looking for creative ideas to deal with this shortcoming.

Answer 1

... what is the best way to point to a file in a different folder without copying the file on iPadOS and iOS?

To paraphrase Steve Jobs, "You're doing it wrong!" That's not meant as a dig, but more of a facetious way to approach this question.

Everything should be done via iCloud (or another cloud service)

You shouldn't be trying to create symlinks and/or manage what file is where when iCloud Drive was designed to do exactly this. If you enable iCloud Desktop and Documents always select the file using iCloud (found in the sidebar). This way, any changes you make will be automatically synced with the cloud and you won't have to worry about symlinks and copies upon copies of the same file.

While iCloud is great, I have opted for Microsoft OneDrive. It provides a better mechanism for creating my folder hierarchy and configuring which folders I would like to sync and which ones I don't.

In your sidebar, you have all the locations from which to access files. Instead of linking things from point A to B to C and copies made in two or three different places, always access the file via your cloud service. Below are screen grabs from both my Mac sidebar and from my iPad Files App of where you should be storing your files for centralized access:

In my setup, I have my Documents folder completely sync'd with OneDrive. Therefore, whether I choose to navigate through OneDrive (locations) or directly through Documents, the file is always the same one. One feature of OneDrive that I particularly like is the ability to send a link to the file rather than the file itself. If I send a Word or Excel file to be reviewed, for example, the recipient will get a link and open the file on my OneDrive account. Any changes made will be saved there and they won't have to email me back a different version of the file.

It may take a little exploring around and experimenting with what you want and don't want synchronized, once you take the perspecitive of the cloud being the center from which you operate, you'll find that it works substantially better than all the symlinking you were looking to do.

Answer 2

• For a small number of projects (or something similar), tags are feasible, where the tag name may be equal to the project name (thanks „nohillside“)

• For many folders, one could have one folder where all the original files for all projects are stored. Then, in a project folder, one would have a text document with the name of the file, which serves as a pointer. With this approach, one would not even have to store the full path but only the name of the file (since all original full-size files are in one and the same folder). This would work but it is cumbersome since one cannot just click on the text document to open the original file.

I‘m looking for other creative ideas that are less limited or cumbersome.

Answer 3

It sounds like you're looking for the equivalent of creating a macOS symlink, alias and or shortcut, for an iPad.

I've been looking for ways of doing this on my iPhone for years.

This is what I've found for the iPhone. It should be the same for the iPad too.

To jump to the best method I’ve found, see option 3 below in Other Methods of Achieving Similar Functionality. I highly recommend trying one of the two apps I listed before discounting as not a possible solution.

Natively, the short answer:

• There is no native way of doing this in iCloud Drive or the Files app as of right now (iOS 16.5.1).

There are other ways of achieving similar functionality though. The best method I’ve found is by using a 3rd party app, see option 3 below.

Other Methods of Achieving Similar Functionality

1. Shortcuts (possible native solution)

   • You could build a shortcut in the Shortcuts app to imitate the functionality. It’d be a relatively complex shortcut that may or may not be worth the effort. I’ve been making shortcuts since Apple first released the app and personally I decided it wasn’t worth the effort myself.

2. Scriptable (3rd party)

   • You could use JavaScript in the Scriptable app to build a solution that imitates the functionality, similar to option 1. Scriptable also integrates with the Shortcuts app too. I haven't looked into this option too much because I don't know enough about JavaScript. This is probably a better way to go than using shortcuts alone (option 1).

3. 3rd Party File Management Apps (Best option)

   • 3rd party apps exist that have features which are basically the equivalent of an alias on MacOS. Each app calls the feature something different (such as "virtual folders" or "file linking", "connections", etc.). In my experience this as close to the functionality as you’re looking for, if not exactly what you’re looking for.
   • The way it works, depending on the app, is you can point a connection to a folder stored anywhere in iCloud Drive and then go from there by adding more connections pointing to other files & folders.
   • Here are two free apps I've found which allow you to add files & folders pointed or linked to other files & folders. There are other apps which offer more features, but these are free so you can try them and get an idea of how it works.
     • FileBrowseGo
     • Owl Files