Folders & access

Documents keeps your files in folders inside a storage your workspace already has. You decide who reaches each folder with access groups: being a member of a group lets you read that folder's files, and three checkboxes on the group add the right to create, edit, or delete. Set access once on a folder, and its subfolders inherit it.

Storage and folders

Your workspace ships with a storage, the top-level container every folder lives in, plus a Documents folder to start from. You don't create storages; you build folders inside the one you have. Make top-level folders around the way your team works, such as Contracts, Finance, or HR, then nest subfolders inside them.

A folder name has to be unique among its siblings. Folders stay inside their storage: you can't move a folder from one storage to another.

Add files to a folder

1. Open the folder in Documents.
2. Drag a file from your computer onto the file list, or click Upload and pick it.
3. The file appears in the folder, with a thumbnail for images and an icon for other types.

Uploads run up to 25 MB by default; an administrator can raise the limit in the Documents settings. The same settings can block file extensions your company doesn't allow. Each file name has to be unique inside its folder.

Tag and categorize files

Tags describe a file beyond the folder it sits in. Add tags like "invoice", "2026", or "signed", then filter by tag to pull matching files across folders. A file can carry several tags. Tags can be grouped under a category, so related tags stay together in the search panel. Any Documents user can create tags and categories.

Control who reaches a folder

Access runs through access groups, named groups you reuse across folders instead of picking people folder by folder. Being a member of a group lets you read that folder's files. Three checkboxes on the group grant more: Create, Write (edit), and Delete. Members come from user groups, individual users you add by name, or a parent access group.

1. Open the folder and go to its access settings.
2. Add an access group, or create one.
3. Choose its members: pick user groups or add individual users.
4. Tick Create, Write, or Delete to grant more than read.

A folder's groups flow down to its subfolders while inheritance stays on, so Finance access covers every folder under Finance. Turn inheritance off on a subfolder when it needs its own separate access.

Any Documents user can create their own access groups. Only a Documents manager can edit or delete a group someone else made.

Keep files tidy

• Lock a file while you edit it, so no one overwrites your version. Unlock it when you finish. A locked file can only be changed by the person who locked it.
• Move files to another folder that shares the same top-level folder: select them and run the move action.
• Archive a file instead of deleting it. An archived file drops out of the list but still exists, so you can bring it back.
• Star the files and folders you return to, then filter to your starred items.

Related

• Documents overview
• Share files
• Give someone the Documents role first in Invite your team.