What is the Files module in Task Manager?
Files is a module of the Pro variant: a shared drive for the application. A document sits alongside the matter it relates to, not on someone's desktop. You open Files using the views icon (squares) in the top bar - in the same menu as Calendar, Board and Notes.
You have Documents, a private space outside Workspaces, a folder for each Workspace, “Shared with me” and the Bin. Each Workspace folder also contains Tasks and Chats sections. In Documents, a Workspace folder or one of your own subfolders, you can create a note pinned to that location. It will appear there in the Notes section. Every task and chat automatically gets a folder with its name, even if it’s empty. Its icon is different from a regular folder. You can’t delete or move it - it exists for as long as the Thread does.
A file is private. Uploading it to a Workspace folder doesn’t make it visible to the team. The folder helps organise files and determines who you can share them with. Task and chat folders are the exception: any file uploaded directly to one of these folders is visible to everyone in the Thread.
Exactly what happens to a file
Every attachment from a Thread goes into its task or chat folder, including files sent in messages and images embedded in the content. A drawing from the Draw window is named rysunek-data.png, and a pasted screenshot - obraz-data.png. This is a live view, not a copy. You can’t move or delete this type of file from the folder, but you can download it, add it to Favourites or copy it to Documents or another folder of your choice. When you delete an attachment from the Thread, it also disappears from the folder.
Upload a file by dragging it from your computer or using the arrow icon in the folder bar. The limit is 100 MB per file. Clicking a file opens a preview in place of the folder contents. Images and PDFs display directly, while MP4, M4V, MOV, WebM and OGV videos play with seeking and full-screen mode. The video is streamed only as you watch it. DOCX and XLSX files have a text preview. AVI, MKV, WMV and FLV files show a card with a download button - browsers can’t play these formats. Move between files in a folder using the ‹ › arrows next to “Back” or the ← and → keys. The arrows aren’t available in the bar on phones. The counter shows your position, for example “3 / 8”.
Only the owner manages access. The “View only” role lets you download a file and use it as an attachment. “Can edit” also lets you rename it. The sharing window also has a “Entire Workspace” row, which gives access to the team. Deleted files go to the Bin. You can restore them, but the Bin is emptied automatically after 30 days. Folder contents refresh every half-minute and when you return to the browser tab. Refreshing pauses while a menu or preview is open, or while you’re typing in a text field.
What do you gain?
You don’t need to ask for the contract discussed earlier to be sent again. Attachments, pasted screenshots and drawings from the meeting stay with the conversation about that matter.
You don’t have to guess whether a file uploaded to the team space will be visible to everyone. Apart from files added to conversations and tasks, you choose who gets access - one person or the whole team.
You don’t have to download a file just to view it or send it on. You can read an invoice without downloading it, and attach a file from one task to a message in another without searching your Downloads folder.
An everyday example
An architectural firm is managing three projects at once. Each has its own task and conversation with the client: comments on the floor plan, construction photos, a revised PDF and a drawing pasted from a tablet. Attachments are automatically added to the task folder. There’s no need to archive them separately.
After six months, the project is complete and the designer changes jobs. Someone with access to the task opens its folder and finds attachments from messages and screenshots. They’ll only see a note pinned to the folder if someone shares it with them and they have access to that location. They also need a detail from another project from last year. If they have access to the file, they can select it from their own files, files shared with them or attachments from their tasks, then add it to a new message without searching their disk.
Frequently asked questions
Is Files included in Standard?
No, it is a Pro module. You can find prices for each plan in Pricing, shown excl. VAT.
Can everyone on the team see a file uploaded to a Workspace folder?
No. Files are private, and the Workspace folder determines who you can share them with. To grant access to everyone, use the “Entire Workspace” row in the sharing window. Task and chat folders are the exception: a file uploaded directly there is visible to everyone in the Thread.
How large a file can I upload?
The limit is 100 MB per file. An administrator can also set a limit in gigabytes for each person's Files module in Settings → Advanced → Files and storage. The limit includes the Recycle Bin. Leave the field empty for no limit.
Can a deleted file be recovered?
Yes. From the Bin, you can restore a file to its original location or delete it permanently. The Bin is emptied automatically after 30 days. The space it uses counts towards your storage limit, so emptying it frees up space.
Can the AI Assistant read my files?
Yes, if you select them as a Thread’s knowledge source: “All my Files”, a specific folder or an individual file. The Assistant reads the text layer of TXT, CSV, DOCX, XLSX and PDF files. It describes images and archives based on their names and metadata.
Can someone download a file if they know its address?
No. Direct access to the files directory is blocked. Files are downloaded through the app, which checks permissions. File names on disk are random, and the connection on your hosting server uses HTTPS.