Files is the application’s shared drive. Open it using the views icon (squares) in the top bar - the same menu that contains Calendar, Board, Notes, Automations and AI Assistant. The window looks and behaves like the others: shared light/dark theme, docking beside the columns and a saved layout.

How it is organised

  • Documents - your private space outside Workspaces.
  • Workspace folders - each workspace has its own folder; inside, you can create your own subfolders. You'll also see Tasks and Chats sections there: every task and chat in the workspace automatically has its own folder under its name (even while still empty). Entity folders have a different icon from regular folders and can't be deleted or moved - they exist for as long as the thread does. Every attachment from the thread ends up there - including files sent in messages and images embedded in the content (a drawing from the Draw window, a pasted screenshot, an image inserted via the icon). You can spot drawings by the name rysunek-data.png, and pasted images by obraz-data.png. You can't move this type of file (it's marked "from thread" - it's a live view, not a copy) - but you can download it, add it to Favourites and copy it via "Copy to..." - to Documents, to any workspace, or to your own folder. You can also upload a file directly to the task/chat folder - such a file is then visible to all participants of that task/chat (they can download it and copy it to themselves, but only the owner can delete or rename it). Deleting an attachment from the thread also removes it from the folder (it's one and the same file).
  • Notes pinned to folders - in the toolbar of every location (Documents, a workspace folder, your own subfolder) there's a note ("Note") icon: it creates a new note pinned to that location and immediately switches you to the Notes window with the note open. A pinned note appears at that location in the Notes section; clicking it opens it in the Notes window. If you share the note with someone, they'll see it in Files too (at the same location, provided they have access to it - e.g. in a shared workspace). A note can also be pinned to a task or chat folder - but then it's created from the Notes window (the task/chat branch in the tree), since there's no note icon in the thread folder's toolbar. This doesn't make the note shared though: in the thread folder it's visible only to the owner and anyone it's been shared with - unlike a file uploaded to the same folder, which all participants can see. The note has the same three-dot menu here as a file: "Open in Notes", and for your own notes also "Move to..." and "Delete (to Bin)". You can also simply drag your own note onto a folder (or onto a workspace, task, chat or "Documents") - just like a file. You can't move a note shared with you by someone else from here; if you have editing rights to it, you can do that in the Notes window.
  • Shared with me - everything others have shared with you.
  • Bin - deleted files and folders; you can restore or permanently delete them from here.

The most important rule: files are private. Uploading a file to a workspace folder does NOT make it visible to your team - the folder simply organises files and determines who you can share a file with. Want to give the whole team access in one go? The sharing window has a “Entire workspace” row. The only exception is task and chat folders - files uploaded directly there are visible to thread participants by default (that’s what they’re for).

The Files module in Task Manager: location tree and file tiles.
Location tree on the left, folder contents on the right - each file with its size and source space.

Day-to-day work

  • Location actions are shown as icons on the right-hand side of the folder bar (their names appear when you hover over them): up arrow - upload files, plus - new folder, page - new note pinned to this location.
  • Uploading: use the upload icon or drag files from your computer over the open folder.
  • Two views: icons (tiles, with thumbnails for images) or list - use the switch in the folder bar; your choice is saved.
  • Sorting (the arrows icon in the toolbar): by name, recently added, recently changed, size, or type. It sorts every section in the view (Folders, Files, Tasks, Chats, Notes); where size isn’t available, “Size” sorts by the number of files. Search (the magnifying glass) filters the current folder.
  • ⋮ menu next to a file: Download, Add to Favourites, Copy, Copy to..., Share, Rename, Move to..., Delete (to Bin). Attachments from threads have Download, Add to Favourites, Copy and Copy to... - they're just missing Share, Rename, Move to... and Delete, since they're part of the conversation in the task/chat.
  • Copy + Paste: “Copy” places the file on the clipboard, and a Paste button appears in the toolbar of the destination folder.
  • Drag and drop: you can drop a file from your computer onto the folder background or directly onto a folder tile/row (including in the tree). Dragging your own file onto a folder moves it, while an attachment from a thread is copied.
  • On phone and tablet: hold the file with your finger for a moment, until the tile shrinks slightly, then drag it - a small badge with the name appears above your finger, and the folder underneath it is highlighted with an outline. Drop it on a folder, a workspace, or the folder name higher up in the path above the list. A quick swipe without holding scrolls the list instead. The ⋮ menu is permanently visible on phones, and "Move to..." shows locations one at a time - you enter a folder and tap "Select this location".
  • Favourites: use the star in the ⋮ menu; the Favourites view in the tree collects files from across the app and shows where they come from.
  • Deleting moves a file to the Bin - nothing disappears immediately. In the Bin, choose Restore (the file returns to its original location) or Delete permanently. The Bin is automatically cleared after 30 days.

File preview

Click a file to open a preview in place of the folder contents:

  • images and PDFs are displayed directly,
  • videos (MP4, M4V, MOV, WebM, OGV) play in the window - with seeking, volume controls and full-screen mode; the entire video is not loaded at once, only the section being watched is streamed,
  • spreadsheets (CSV, XLSX, XLS, ODS) - shown as a table: columns, a header from the first row, and row numbers; a file with several sheets has tabs with their names, and a wide sheet scrolls sideways. A CSV from a Polish version of Excel (semicolons, Polish characters) opens correctly. The preview shows values (dates and formula results) without colours or formatting, and for a large file, the first 500 rows along with a note of how many rows the whole file has,
  • text files (TXT, Markdown, code) - as text,
  • DOCX gets a text preview (the content only; you'll see the full layout once you download it),
  • other formats display an information card and a download button. This also applies to videos in containers that browsers cannot play (AVI, MKV, WMV, FLV) - you need to download the file and open it in a player on your computer.

File details (type, size, owner, dates, location, and who it’s shared with) are under the Information button in the toolbar. In the wide window, the panel is visible straight away; in the docked preview, it fills the whole space, and you can expand the details using the button. Beside it: Back (returns to the folder - Esc works too), Download and Share. There are also ‹ › arrows next to “Back” - they move to the previous or next file in the same folder without returning to the list (you can see the file’s position beside them, for example, “3 / 8”). The ← and → keys do the same. The arrows aren’t available on phones - the toolbar needs the space for the file name. For PDFs, there’s also “In new tab” - it opens the document in a separate browser tab (useful if your browser won’t show it in the app window). The preview works the same way for files “from thread” - the Location field shows the task or chat the attachment came from - and for email attachments (Location: message subject).

If an attachment from the inbox would not open (showing an empty, white preview), try again after the update: the app detects damaged copies like these and repairs them automatically the first time they are opened - the file size will then change to the correct value.

The number next to a folder shows how many files it contains including those in subfolders, so a directory with documents stored deeper inside no longer appears empty.

Folder contents refresh automatically. If you are viewing a folder and a file is added to it in the background (an automation saved an attachment or someone shared a file with you), it will appear without you having to leave and reopen the folder - the check runs every half-minute and immediately after you return to the browser tab. Refreshing is paused while a menu or file preview is open or while you are typing in a text field, so nothing moves away from under your cursor.

Sharing

Only the file owner can manage access. There are two roles:

  • View only - download and use as an attachment,
  • Can edit - also allows renaming.

Who you can share a file with depends on its location: you can share a file from Documents with anyone who shares any Workspace with you; a file from a Workspace folder - only with members of that Workspace; a file from a task/chat folder - only with people who have access to that item.

Attaching files from Files across the app

Wherever there is a paperclip (a new task, a message in a thread, message editing or an AI Assistant chat), clicking it opens a small menu: From computer (as before) or From Files - a list of your files, files shared with you and attachments from your tasks and chats (showing where they come from). This lets you attach a file from one task to a message in another. The selected file is attached like any regular attachment.

The paperclip in the thread header (next to the avatars) opens the Files window directly in the folder for that task/chat - with previews, details and drag-and-drop support.

There’s an even quicker way: dock the Files window (the dock icon in the toolbar) next to an open task or chat and drag the file straight onto the thread - an “Drop to attach” overlay appears, and the file goes into the attachments bar and is sent with your next message.

Files as knowledge for the AI Assistant

The Assistant thread’s knowledge sources (the sources button in the Assistant window) include:

  • All my Files - the general scope,
  • the Files - folders section - where you select a specific folder,
  • individual files available through the source search.

The Assistant reads the text layer of files (TXT, CSV, DOCX, XLSX, PDF). Formats without text (such as images and archives) are described based on their name and metadata.

Storage limits (administrator)

In Settings → Advanced → Files and storage, the administrator can see how much space is used by the entire app, the Files module and everything else (thread attachments, database, avatars and exports), as well as a per-user table. This is also where the administrator sets the GB limit for Files for each person (e.g. 1,5; empty field = unlimited). The limit includes the Bin and is checked before uploading - the fastest way to free up space is to empty the Bin.

Security

Files and attachments are available only to people with the appropriate access - they are downloaded through the app, which checks permissions. A file cannot be downloaded using its address alone: direct access to the file directory is blocked. File names on the server are randomised, and the connection uses HTTPS on the target hosting environment.

Attaching from Files in messages and Mail

Click the paperclip in the message editor (or the Mail composer) and choose From Files to open a folder browser with the same structure as the Files view: Documents, Workspaces, and “Shared with me”. Open folders, go back using the arrow in the header, and select a file from the location you want. You’ll also see a Recent section at the top with the five files you’ve used most recently - the quickest way to attach something you’re currently working on.