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, where you can create your own subfolders. You will also see Tasks and Chats sections there: every task and chat in the Workspace automatically has its own folder named after it (even when it is still empty). Entity folders have a different icon from standard folders and cannot be deleted or moved - they exist for as long as the thread does. They contain every attachment from the thread - including files sent in messages and images embedded in the content (a drawing from the Draw window, a pasted screenshot or an image inserted using the icon). You can identify drawings by the filename rysunek-data.png and pasted images by obraz-data.png. You cannot move such a file (it is marked “from the thread”; this is a live view, not a copy) - but you can download it, add it to Favourites or copy it to Documents. You can also upload a file directly to a task/chat folder - the file will then be visible to all participants in that task/chat (they can download it and copy it to their own space, but only the owner can delete or rename it). Deleting an attachment from the thread also removes it from the folder (it is the same file).
  • Notes pinned to folders - the bar for each location (Documents, a Workspace folder or your own subfolder) includes a page icon (“Note”): it creates a new note pinned to that location and immediately takes you to the Notes window with the note open. A pinned note appears in that location in the Notes section; clicking it opens it in the Notes window. If you share the note with someone, they will also see it in Files (in the same location, provided they have access to it - for example, in a shared Workspace).
  • 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 the team - the folder only keeps things organised and determines who the file can be shared with. Want to give the entire team access in one step? The sharing window includes an “Entire Workspace” row. The only exception is task and chat folders - a file uploaded directly there is visible to the thread participants by design (that is the purpose of uploading it there).

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 bar): name, most recently added, most recently modified, size or type. This sorts all sections in the view (Folders, Files, Tasks, Chats and Notes); where items do not have a size, “Size” sorts them by the number of files. Search (magnifying glass) filters the current folder.
  • Menu ⋮ next to a file: Download, Add to Favourites, Copy, Copy to…, Share, Rename, Move to…, Delete (move to Bin). Attachments from threads have Download/Favourite/Copy options - they cannot be deleted or moved because they are part of a conversation in a 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.
  • 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,
  • text files (TXT, CSV, Markdown, code) - displayed as text,
  • DOCX and XLSX files have a text preview (content only; download the file to see the full layout),
  • 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 is shared with) are available under the Information button in the toolbar - in a wide window, the panel is immediately visible; in a docked window, the preview takes up the entire space and you can expand the details using the button. Next to it are: Back (returns to the folder - Esc also works), Download and Share. Next to “Back” there are also ‹ › arrows - they take you to the previous and next file in the same folder without returning to the list (you can also see the file’s position, e.g. “3 / 8”). The ← and → keys do the same. The arrows are not shown on phones - the space in the toolbar is needed for the file name. PDFs also have an “Open in new tab” option - this opens the document in a separate browser tab (useful when the browser will not display it in the app window). The preview works in the same way for files “from a thread” - the Location field will then show the task or chat the attachment came from - and for Mail 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 is also a faster way: dock the Files window (using the dock icon in the bar) next to an open task or chat and drag the file directly onto the thread - a “Drop to attach” overlay will appear, and the file will be added to the attachment bar and 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 in the Mail composer) and select From Files to open the folder browser - it has the same structure as the Files view: Documents, Workspaces and “Shared with me”. You can open folders, return using the arrow in the header and select a file from a specific location. The initial view also shows a Recent section with the five most recently used files - the fastest route when attaching something you are currently working on.