Workspace files

Workspace files are the workspace's shared document library: brand assets, policies, templates — anything the whole team should be able to find. Every member of the workspace can see them, and supported documents are indexed so the assistant can search them when it answers a question.

They are deliberately separate from project files, which belong to one project and are limited to that project's members. If a document should only be visible to a few people, it belongs in a project, not here.

Prerequisites

• Membership of the workspace. Uploading, organizing and deleting workspace files comes with the workspace role itself, so members, admins and owners can all do everything on this page — no group permission is needed.
• To make uploaded documents searchable, the workspace needs a working model provider. Without one, files still upload and store, but indexing fails.

Open the Files page

1. In the sidebar, open Admin, then Files under Documents & Knowledge. A new workspace starts empty, with the two things you can do from here.

   

   The green Workspace badge next to the breadcrumb is there to tell you which library you are in — the same browser appears inside projects, where the badge reads Project instead.

Upload documents

1. Click Upload and pick one or more files, or drag them from your desktop straight onto the list. Uploading starts immediately, and each new document begins indexing on its own.

   

   The Status column tracks indexing through four stages — Queued, Extracting, Chunking, Embedding. Small documents pass through in a few seconds; long ones take longer. You can leave the page, indexing continues.

2. When a document is indexed, its status becomes Ready and the Chunks column shows how many text segments it was split into for search. Files the platform cannot index — images, spreadsheets, and other unsupported types — are stored normally but marked Unsupported.

   

3. Both column headers carry an information icon that explains what they mean, if you need a reminder later.

   

   Only Ready documents can be found by the assistant. A document that ends in Failed shows a Retry button next to the badge — retrying is safe and is usually all that is needed after a temporary outage.

Organize with folders

1. Click New folder. The new row appears at the top of the list with its name ready to edit — type the name and press Enter.

   

2. Repeat for as many folders as you need. Folders always sort above files, so the shape of the library stays visible no matter how much you add.

   

Move a file into a folder

1. Hover the file you want to move and open the … menu at the end of its row.

   

2. Choose Move to…. The dialog opens at the top of the library; click a folder to look inside it, and use the breadcrumb to come back out. When the destination you want is open, click Move here.

   

   The button reads Already here while you are looking at the folder the file is currently in, which is how you can tell the move would do nothing.

3. Repeat for the rest, and the flat upload becomes a library.

   

Open a folder

1. Double-click a folder to open it. The breadcrumb shows where you are, and clicking an earlier crumb takes you back up.

   

   Uploading while a folder is open puts the new files in that folder.

Rename a folder

1. Open a folder's … menu and choose Rename. Edit the name in place and press Enter.

   

   Renaming a folder does not affect the documents inside it, and nothing needs to be re-indexed.

Find a file

1. Type in the search box to narrow the list. Search matches names in the folder you are currently looking at, so open a folder first when you know roughly where something lives.

   

   The item count next to Sort by always reflects what is on screen. You can also sort by name, modified date or size, and flip the direction with the arrow button.

Download or preview a file

1. Double-click a file, or choose Download from its … menu. Images open in a preview window; every other file type downloads.

Delete a file or folder

1. Choose Delete from the … menu of the item you want to remove, then confirm.

   

   Deleting is permanent — there is no recycle bin. Deleting a folder also permanently removes everything inside it, so check the contents first. Deleting a document also removes it from the assistant's search index.

Notes

• Upload limits: up to 20 files per upload, and 100 MB per file. Executables, scripts, HTML, audio and video are rejected outright; anything skipped is named in a warning so you know what did not make it.
• What can be indexed: PDF, Word (.docx), PowerPoint (.pptx), plain text and Markdown. Other formats are still stored and downloadable — they are simply not searchable by the assistant.
• Synced items are read-only: folders and files brought in by a knowledge source carry a Synced badge and a padlock. They cannot be renamed, moved or deleted here, because the source that created them decides their contents — manage them from Knowledge Sources instead.
• Everyone can edit: because file permissions come with workspace membership, any member can delete a workspace file. Keep material that needs tighter control in a project.