Uploading Files and Creating Folders
Before you start
Open Applications → Documents. You can start an upload from any Documents screen; you do not need to navigate through the full folder structure first.
Upload one file
- Select New.
- Select Upload File.
- Review Save in. Documents selects the folder you are viewing automatically; from any other screen it selects General uploads.
- Keep that choice or select another available folder from the list.
- Select one file from your device.
- Optionally enter Comments describing the upload.
- Select Upload.
- Wait for the File uploaded successfully confirmation.
Documents keeps its structured storage hierarchy internally. The Save in selector means users do not need to understand or manually traverse that hierarchy before uploading.
The current upload dialog accepts one file per submission. Upload additional files by repeating the action.
Uploading a stored document does not automatically add it to AI knowledge. Knowledge sources and synchronization are configured separately in the Knowledge section.
Manage an existing file
File cards and rows expose the actions available for that file:
| Action | Result |
|---|---|
| View | Opens the supported in-browser preview. |
| Download | Saves the file through the browser. |
| Rename | Opens the file-name dialog and saves the new name. |
| Delete | Soft-deletes the file so it can be restored from Trash. |
| Permissions | Opens the selected file's Document Permissions page. |
Unsupported preview types show Download without a View action.
Create the document hierarchy
Select New → Create Folder. The next folder type depends on your current location:
| Current location | Folder created |
|---|---|
| Page or Direct Uploads root | Entity |
| Entity | Instance |
| Instance | Field |
Workspace, Application, and Page are supplied by Applications and are not created from the Documents folder dialog.
- Navigate to the Page, Entity, or Instance where the new folder belongs.
- Select New → Create Folder.
- Enter the folder name.
- Choose an optional Folder Color.
- Select Create Folder.
Rename or recolor a folder
Hover over a user-managed Entity, Instance, or Field folder in Grid view, or use its inline actions in List view.
- Select Rename to change its name.
- Select the palette button to open Folder Color.
- Pick a new color or select Restore default color.
Folder colors are saved by the platform and are visible to other users who can see that folder. They are not private browser preferences.
Folders whose Instance name begins with run_ are generated for workflow runs. They cannot be renamed or deleted from the explorer.
Delete files and folders
The two delete actions behave differently:
| Action | Result |
|---|---|
| Delete an individual file | Moves the file to Trash, where it can be restored. |
| Delete a folder | Permanently deletes all documents inside it. This cannot be undone. |
| Select folders and use Delete (N) | Permanently deletes all selected folder contents. This cannot be undone. |
Document versions
When a workflow task allows document replacement, open its PDF viewer and use Upload New Version there. See Document Versions.