Files Management
The Files page is your central hub for storing, organizing, and processing documents on the platform. Upload files from your computer or import them from connected cloud storage providers, arrange them in folders, preview content directly in the browser, and ingest documents into the knowledge base so the AI Chat can reference them in conversations.
Getting Started
Open Files from the sidebar. The page displays a file upload area at the top and a data grid below listing your files and folders. You need the file_storage capability on your subscription to access this page.
The first time you visit, the grid is empty. Upload files using the drag-and-drop zone or browse your device, and they appear in the grid immediately.
Interface Overview
The Files page is a single-page layout with three main sections:
| Section | Description |
|---|---|
| Upload area | Drag-and-drop zone with tabs for uploading from your computer or importing from cloud storage |
| Toolbar | Search bar, file type filter, organization filter, collections filter, and view mode toggle |
| File grid | Data grid showing files and folders with sortable columns and inline actions |
View Modes
You can switch between two view modes using the toggle button in the toolbar:
- Folder view — shows files within the current folder with breadcrumb navigation. Double-click a folder to navigate into it.
- List view — shows all files recursively across every folder in a flat list. A Folder column displays the path for each file.
Your preferred view mode is saved and persists across sessions.
Grid Columns
The grid displays these columns (visibility varies by screen size):
- Name — file or folder name with type icon, document badges, and a lock icon for private files
- Collections — category chips assigned to the file
- Size — file size
- Modified — last modification date
- Knowledge — ingestion status (appears when your subscription includes a vector database)
- Actions — quick-action buttons for each row
Uploading Files
From Your Computer
- Drag files directly into the upload zone, or click Browse to select files from your device
- Choose an organization and collections if you want to categorize files during upload
- A progress bar shows the upload status for each file
- Large files automatically use chunked upload, so uploads resume gracefully if interrupted
You can upload multiple files at once. Each file queues independently with its own progress indicator.
From Cloud Storage
- Click the Import from Cloud tab in the upload area
- Browse your connected cloud storage provider (Google Drive, Dropbox, Box, OneDrive, etc.)
- Select one or more files and choose a destination folder
- The platform imports the files in the background with a progress indicator
If you have not connected a cloud provider yet, the tab walks you through the OAuth authorization flow.
Tip: When using list view, you can choose a specific target folder for uploads by clicking the folder selector next to the upload zone.
Conflict Resolution
If a file with the same name already exists in the destination folder, a confirmation dialog appears with options to overwrite the existing file or cancel the upload.
Organizing Files
Folders
Create folders to organize your files logically:
- Click Create Folder in the toolbar
- Enter a name and confirm
- The folder appears in the grid — double-click to navigate into it
In folder view, a breadcrumb trail at the top shows your current path. Click any breadcrumb segment to jump back to that level, or click the up arrow to go to the parent folder.
Copy and Move
You can relocate files using the action menu or drag-and-drop:
- Action menu — right-click a file (or click the overflow menu) and choose Copy or Move. A folder picker dialog appears for the destination.
- Drag-and-drop — drag a file row onto a folder row in the grid. A confirmation dialog asks whether to copy or move.
- Bulk copy/move — select multiple files with checkboxes, then click Copy or Move in the bulk toolbar.
If a conflict exists at the destination, the platform shows a conflict resolution dialog before proceeding.
Collections
Collections let you tag files with categories independent of their folder location:
- Select one or more files
- Click Collections in the bulk toolbar (or choose Manage Collections from the file's action menu)
- Add or remove category tags in the dialog
- Collections appear as chips in the grid's Collections column and are available as a filter in the toolbar
Search and Filtering
The toolbar provides several ways to narrow down the file list:
- Search — type a keyword to filter files by name
- File type — open the type filter to select one or more categories: Document, Spreadsheet, Presentation, Image, Video, Audio, Archive, Code, or Other
- Organization — filter files by the organization they belong to (visible when your tenant has multiple organizations)
- Collections — filter by one or more collection tags
Active filters appear as chips in the toolbar. Click the clear button to remove all filters at once.
Previewing Files
Click the Preview icon on a file row to open the preview drawer on the right side of the screen. The platform renders previews directly in the browser for many file types:
| File Type | Preview Features |
|---|---|
| Full-featured viewer with page navigation, zoom, and scroll | |
| Images | High-quality display with zoom controls |
| Video | Integrated player with standard playback controls |
| Audio | Audio player with progress bar and volume |
| Code / text | Syntax-highlighted view with language detection |
| Other | Download prompt for unsupported formats |
From the preview drawer you can also download the file directly.
File Actions
Individual Actions
Right-click a file or use the overflow menu (three dots) on a row to access:
- Preview — open the file preview drawer
- Download — download the file to your device
- Copy / Move — relocate the file to another folder
- Delete — remove the file (with confirmation)
- View Document — open the document viewer (when a document record exists)
- Document Settings — edit the document's title, description, tags, and visibility
- Add Note — attach a personal note to the document
- Share Document — share the document with other users
File Details
Click the Info icon on a file row to open the details drawer. The drawer shows metadata such as file name, size, type, upload date, uploader, folder path, organization, and processing status. From the details drawer you can trigger all the same actions available in the overflow menu.
Bulk Operations
Select files using the checkboxes in the grid. A bulk toolbar appears at the top with these actions:
| Action | Description |
|---|---|
| Copy | Copy selected files to a target folder |
| Move | Move selected files to a target folder |
| Extract Content | Extract text content from selected files |
| Ingest to KB | Send selected files to the knowledge base for AI indexing |
| Collections | Add or remove collection tags from selected files |
| Delete | Delete all selected files (with confirmation) |
Each action is gated by the appropriate permission. If you do not see a button, your role may not include that capability.
Knowledge Base Integration
When your subscription includes a vector database, you can ingest files into the knowledge base so the AI Chat can reference their content in conversations.
Ingesting Files
- Click the Ingest option from the file's action menu, or select multiple files and click Ingest to KB in the bulk toolbar
- In the Knowledge Ingestion dialog, choose the target vector index and assign categories
- Confirm to start processing — the file's Knowledge column updates to show ingestion progress
Content Extraction
The platform can extract text and metadata from supported file types. Use Extract Content from the action menu or bulk toolbar. Extracted content is stored alongside the file and enriches search and AI analysis.
If your administrator has enabled auto-extraction, newly uploaded files are processed automatically.
Ingestion Status
The Knowledge column in the grid shows the current state of each file:
| Status | Meaning |
|---|---|
| — (blank) | Not ingested |
| Processing | Ingestion is in progress |
| Completed | The file is indexed and available for AI search |
| Failed | Something went wrong — check the error details |
Tip: After ingesting files, toggle Knowledge Search on in the AI Chat to start referencing their content in conversations.
Document Features
Files with an associated document record unlock additional collaboration features:
Notes
Click Add Note from the overflow menu to attach a personal annotation. Notes can be private or shared with your organization, and they appear as badges on the file row.
Sharing
Click Share Document to grant another user access to the file. You choose a permission level:
- View — the recipient can read the document
- Comment — the recipient can read and add notes
- Edit — the recipient can modify the document settings
Shared documents appear in the recipient's file list according to the document's visibility settings (private, organization, or tenant-wide).
AI Summaries
If enabled, you can request an AI-generated summary of a document. Summary types include executive, technical, key points, and more. Summaries are generated asynchronously and cached for future access.
Cloud Storage Integration
The platform integrates with external cloud storage providers so you can import files without downloading them to your device first.
Connecting a Provider
- Open the Import from Cloud tab in the upload area
- Click Connect next to a provider
- Complete the OAuth authorization in the popup window
- Once authorized, browse the provider's file tree and select files to import
Importing Files
Selected files are imported in the background. The platform downloads them from the provider and stores them in your tenant's storage. A progress indicator tracks each import.
Admin Features
Administrators have access to additional tools in the toolbar:
- Storage & Knowledge Sync — reconcile the database, storage, and knowledge base records to fix any mismatches
- Chunk Cleanup — find and remove orphaned upload chunks left over from interrupted uploads
Grid Settings
Click the Grid Settings icon in the toolbar to customize the data grid:
- Density — switch between compact, standard, and comfortable row spacing
- Row height — set a custom pixel height for rows
- Page size — control how many rows display per page
Settings are saved locally and persist across sessions.
Best Practices
- Use folders — create a logical folder structure that mirrors your workflow (keep nesting to 3–4 levels)
- Name files clearly — descriptive names make search and browsing faster
- Tag with collections — assign collection categories during upload so files are easy to filter later
- Ingest strategically — only ingest files into the knowledge base that the AI Chat should reference
- Archive large uploads — compress large batches of files before uploading to save storage and speed up transfers
- Review sharing — periodically audit who has access to shared documents
Troubleshooting
Upload stalls or fails
Problem: The progress bar stops or the upload shows an error. Solution: Check your network connection. Large files use chunked upload, so refreshing the page and re-uploading should resume from where it left off. Verify that your storage quota has not been exceeded.
Preview shows "Unsupported format"
Problem: The preview drawer cannot render the file. Solution: Not all file types support in-browser preview. Download the file and open it in the appropriate application on your device.
Knowledge ingestion fails
Problem: The Knowledge column shows "Failed" after ingestion. Solution: Check the file format — text-based documents work best. Verify that the target vector index is active and that your subscription's vector database resource is available.
Cannot see another user's files
Problem: A colleague shared a file but it does not appear in your file list. Solution: Check your organization filter in the toolbar. If the document visibility is set to "private," it only appears for you if you are the direct recipient of a share.
Copy or move conflicts
Problem: A conflict dialog appears when copying or moving files. Solution: Choose to overwrite the existing file at the destination, or cancel and rename one of the files first.
Related Topics
⏱️ Read time: 14 minutes | 📊 Difficulty: beginner | 🔄 Last updated: 2026-03-30