> ## Documentation Index > Fetch the complete documentation index at: https://docs.saphion.co.uk/llms.txt > Use this file to discover all available pages before exploring further. # Files > Upload files, preview them, share them with the people who need them, browse your connected drives, and let Beacon read what you can open. **Files** holds the files you can open. A file you upload is private to you until you share it, or put it in a Project, where it follows the Project's people. Files are separate from the live records, such as Actions and Contacts, that your Organisation uses to run its work. > [!NOTE] > > Everyone with a Platform seat can upload and use Files. ![Files table filtered to sample documents, showing type, Project, owner and sharing columns.](https://mintcdn.com/saphion/F5a0XE-YKidXHEWP/images/work/files-1.webp?fit=max\&auto=format\&n=F5a0XE-YKidXHEWP\&q=85\&s=8cf9f8394f5e14d662ffbf1174f92309) Files in Saphion ## Find a file Choose **Files** in the Workspace group of the sidebar. Files lists the files you can open as a table or as cards, switched with the layout control. Four tabs narrow it: | Tab | What it holds | | - | - | | **All** | Every file you can open. | | **Yours** | Files you own. | | **Shared with you** | Files another person owns that you can open. | | **Organisation** | Files shared with everyone in the Organisation. | The table shows each file's **Type**, its **Project**, when it was **Updated**, its **Owner** and who it is **Shared with**. Search by name from the magnifier in the Files sidebar, and filter by type. Sort by name or by when a file was added. A tab with nothing in it says so: "No files yet", "You have no files", "Nothing has been shared with you" or "Nothing is shared with the organisation". On All, it adds "Upload files to get started. Only you can open them until you share them." ## Upload files **1. Choose New** Choose **New** at the top of Files, then **Upload files** or **Upload folder**. The **Add files** dialog opens with the choice you made, and you can switch between the two. **2. Drop or choose** Drop the files or folder into the dialog, or choose them. The dialog says "Only you can open what you upload until you share it", and asks for no access choice. **3. Watch the upload** Each file shows "File 2 of 5" and its progress. When every file is stored, the dialog closes. A file that is refused is named with the reason and the dialog stays so you can read it. ![Add files dialog with file and folder upload options and a drop area.](https://mintcdn.com/saphion/F5a0XE-YKidXHEWP/images/work/files-2.webp?fit=max\&auto=format\&n=F5a0XE-YKidXHEWP\&q=85\&s=0fa12052ef98b6ca856e1fd4b268ccbf) Add files ### What you can upload PDFs, Word documents, presentations, spreadsheets, images, SVG graphics, and text and code files. Each file can be up to 25 MB, and an SVG, text or code file up to 2 MB. Another type is refused with "This file type cannot be uploaded". ## Open and preview a file Select a file to open it in the viewer, full width. The viewer previews PDFs, Word documents, presentations, spreadsheets, images, SVG graphics and text. Along the top are the file's name menu, a zoom control, **Download**, **Share** and **Close viewer**. At the foot, **File info** opens the details and **Comment** opens the conversation. **File info** shows the file's type and size, who added it, where it was uploaded from, and when it was added and last updated. If you may change the file you can rename it there. See [Record panel and attachments](https://docs.saphion.co.uk/work/record-panel-and-attachments.md). Beacon's composer stays at the foot of the viewer. Ask about the file there and the conversation opens beside it for as long as you stay. ## Act on a file Open a file's menu, in the table, on a card or in the viewer's name menu: | Choice | What it does | | - | - | | **Copy link** | Copies an address that opens only for people who can already open the file. | | **Share** | Adds people as an **Editor** or a **Viewer**. See below. | | **Rename** | Changes the file's name. | | **Download** | Downloads the file. | | **Add to favourites** | Stars it. See [Favourites and Creations](https://docs.saphion.co.uk/work/favourites-and-creations.md). | | **Move** | Files it in a Project, where it follows the Project's people. | | **Archive** | Hides it, kept until you restore it. | | **Delete** | Moves it to the Bin, where it can be restored for 30 days. See [Bin and restore](https://docs.saphion.co.uk/admin/bin-and-restore.md). | You can also set a file's Project, and who it is shared with, directly in the table. Tick several files to archive or delete them together. ## Share a file **1. Open Share** Open the file's menu and choose **Share**. **2. Add people** Add the people who need it as an **Editor** or a **Viewer**. An Editor can edit it but cannot change who has access. A Viewer reads. You can share a file with people but not with teams. **3. Check it** **Shared with** on the file shows the right audience. The Owner manages who has access and can **Transfer ownership** to another member. A file filed in a Project follows the Project's people and has no audience of its own. See [Sharing and access](https://docs.saphion.co.uk/work/sharing-and-access.md). ## Browse connected drives If your Organisation has connected Microsoft 365, the Files sidebar lists a **Connected** section with its drives, such as OneDrive, SharePoint, Outlook and Teams. They are read live from the provider as you and are never copied into Saphion. Select a drive to browse its folders. A folder opens as its own screen, with a path to go back up, a search box and the columns **Type**, **Modified** and **Size**. A mailbox lists messages by subject with **From** and **Received**. Select a file to open it in the same viewer. If a drive cannot be read, the screen says why. See [Connectors](https://docs.saphion.co.uk/beacon/connectors.md). ## Files and Beacon Beacon reads the files you can open, so what it finds is what you could open yourself. To bring a file into one conversation, choose **Add** beside the Beacon box, or mention it with @. See [Chat with Beacon](https://docs.saphion.co.uk/beacon/chat.md). A Project's **Context** in Beacon is the Project's own files. See [Projects in Beacon](https://docs.saphion.co.uk/beacon/projects.md). Check what a file contains before you use it in an answer or a decision. Keeping a file in Files does not make it accurate, or approved for a particular use, and it does not give a colleague access to it. ## A Project's Files tab A Project's **Files** tab is this list narrowed to that Project, without the Project column. **New** there adds files to the Project. Files in a Project follow its people. See [Projects](https://docs.saphion.co.uk/work/projects.md). ## How it works * **Who can open a file.** A file's Owner decides who else can open it. Drives your Organisation has connected are read as you, so you see only what you could see in that drive. * **Private first.** Everything you upload is private to you until you share it or file it in a Project. * **Separate from records.** A file attached to a record is attached, not copied. See [Record panel and attachments](https://docs.saphion.co.uk/work/record-panel-and-attachments.md). * **Read as you.** Connected drives, search and Beacon all read with your own access. ## Ask Beacon * "Find the latest signed contract for the Harbour Road Project." * "Summarise the PDF I uploaded this morning." ## FAQ > **Why can a colleague not see the file I uploaded?** > > It is private to you until you share it. Open its menu and choose **Share**, or **Move** it to a Project. > **Why did a file upload fail?** > > Check its type and size. Files can be up to 25 MB, and some types are not accepted. The dialog names each refused file and the reason. > **Can I share a file with a team?** > > Not directly. Share it with the people, or move it to a Project, where the Project's people and teams decide. > **I deleted a file by mistake.** > > Choose **Undo** on the message that follows, or restore it from the Bin within 30 days. ## Related * [Sharing and access](https://docs.saphion.co.uk/work/sharing-and-access.md): Who can open and edit a file. * [Record panel and attachments](https://docs.saphion.co.uk/work/record-panel-and-attachments.md): Attach files to a record. * [Connectors](https://docs.saphion.co.uk/beacon/connectors.md): Connect Microsoft 365 and other drives. * [Bin and restore](https://docs.saphion.co.uk/admin/bin-and-restore.md): Bring back a deleted file. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.