> For the complete documentation index, see [llms.txt](https://help.fashionupdater.app/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.fashionupdater.app/en/sharing-content/file-management.md).

# File management

Adding files and assigning related permissions

Within models and conversations there is a dedicated area for messaging. From here you can communicate with colleagues and share useful content.

{% hint style="success" %}
By default, Models in the Workspace are visible to users with **Standard** permissions or higher. A Viewer must first gain access to the Model through an assigned User Group.

Normally, a Viewer can read only files made visible to Viewers. An Owner can grant access to all files and Notes in already accessible Models with **View all files in accessible Models**. See [Role management](/en/workspace-management/workspace-administration/role-management.md).
{% endhint %}

## Add Files to a Model or Conversation

1. Select a **model** or a **conversation**.
2. Click the **"+"** icon at the bottom left of the text field and choose **File from computer**.
3. Add up to **10 files per message**:
   * Dragging them to the dedicated area
   * Clicking **Select files...**
   * Pasting them directly into the text field
4. Add a text message to accompany the files (optional).
5. Click **Send** to complete sharing.

## Add Files Also Visible to Viewer Users

1. Select a **model** or a **conversation**.
2. Click the **"+"** icon at the bottom left of the text field and choose **File from computer**.
3. Add up to **10 files per message**:
   * Dragging them to the dedicated area
   * Clicking **Select files...**
   * Pasting them directly into the text field
4. Add a text message to accompany the files (optional).
5. Set the visibility control to **Make visible to Viewers** for the files and accompanying text.
6. Click **Send** to complete sharing.

{% hint style="warning" %}
Access to the Model or Conversation is always required. In Models, a Viewer with **View all files in accessible Models** can also read files hidden from Viewers. In Conversations, each file still needs Viewer visibility.
{% endhint %}

## Modify the Visibility of Already Shared Files

1. Select the **model** or **conversation**.
2. Open the **Files** tab in the details sidebar.
3. Locate the file in the list.
4. Use **Make visible to viewers** or **Hide from viewers**.
5. The people icon reflects the current visibility.

{% hint style="warning" %}
Visibility changes take effect immediately for Viewers who can access the parent item. **Hide from viewers** does not hide a Model file from a Viewer with **View all files in accessible Models**. To restrict that member again, an Owner must revoke the permission in the member's details.
{% endhint %}

## Replace an Existing File with a New Version

It is possible to replace a file with a new version without having to delete it in advance.

1. To replace a file with a new version of the same, select the desired model or conversation.
2. Open the **Files** tab in the details sidebar and locate the file.
3. Position the mouse cursor over the file and click the button with the three-dot icon.
4. Click **Replace** from the dropdown menu.
5. Select a file from your device, making sure it has the same extension as the original file.

{% hint style="warning" %}
**When you replace a file:**

* The extension of the new file must be **the same** as the original file.
* The current name will **not** be overwritten with that of the new file. If necessary, you can still rename the file later.
  {% endhint %}

## Bulk Replace a File Across the Workspace

You can replace the same file across multiple models and conversations starting from the **Files** search results.

1. Open **global search** and switch to the **Files** section.
2. Search for the file and, if needed, click **Search exact match** to narrow the results to the exact file name.
3. Click **Bulk Replace** on the file you want to update.
4. Review the list of target items found across the workspace.
   * You can manually exclude one or more targets before continuing.
5. Upload the new file:
   * Dragging it into the dedicated area
   * Clicking **Select file**
   * Pasting it into the message area
6. Optionally:
   * add a broadcast message
   * enable **Viewer** visibility
   * activate **Update file name in selected items** to rename the file across the selected targets
7. If rename is active, the system checks for any **name conflicts** before allowing the operation.
8. Click **Replace files** to complete the update.

{% hint style="info" %}
At the end of the operation, the system shows a dedicated result window with a detailed summary and **Export CSV**.
{% endhint %}

## Bulk Delete File Occurrences Across the Workspace

You can also delete all occurrences of the same file across multiple models and conversations from the **Files** search results.

1. Open **global search** and switch to the **Files** section.
2. Search for the file and, if needed, click **Search exact match**.
3. Click **Bulk Delete** on the selected file.
4. Review the targets found across the workspace and remove any items you do not want to include.
5. Select the confirmation checkbox to confirm that you want to proceed.
6. Click **Delete** to remove all selected occurrences.

{% hint style="warning" %}
Bulk Delete is a destructive action. The system requires explicit confirmation before continuing.
{% endhint %}

## Search and Export File Results

The **Files** section of global search also provides additional tools to speed up file management:

1. Use **Search exact match** to refresh the results using the exact file name.
2. Use **Export CSV** to download the current list of file search results.

The exported file includes the current results shown in the search panel.

## Download all files from a model

You can download all files from a model in a single ZIP archive, saving time when you need to work with multiple files.

1. Select the **model** or **conversation**.
2. Open the **Files** tab in the details sidebar.
3. Click the **download icon** at the top of the files list.
4. Wait while the system prepares the ZIP archive.
   * The preparation window shows the progress and number of files being compressed.
5. Once ready, the download will start automatically.

{% hint style="info" %}
**What happens during download:**

* All files accessible to you are included in the ZIP archive.
* Viewer users will only receive files they have permission to access. In Models, **View all files in accessible Models** also includes files hidden from Viewers.
* If any files are not available on storage, you'll see a warning with the list of missing files.
  {% endhint %}

{% hint style="success" %}
This feature is available to all users and respects individual file access permissions.
{% endhint %}

## Preview and download a file

Select a supported file to open its preview. Depending on the format, the preview can display images, PDFs, spreadsheets, ZIP contents, or other supported documents. Use **Open in new tab** or **Download** when you need the original.

If a preview is unavailable, download the file and open it with an appropriate application. Access checks still apply to previews and downloads.

## Rename or delete a file

Open the file's options and choose **Rename** to change its displayed name. The file extension remains part of the format and should not be changed to imitate a different file type.

The author or an authorized moderator can choose **Delete file**. Deletion removes that occurrence from the content where it was shared. Use the bulk operation only when you intend to affect matching occurrences across multiple items.

## Browse versions and file history

For supported files and roles, the options menu provides two related views:

* **Browse versions** lists the versions created through replacement and lets you inspect the available file revisions;
* **File history** records file events and changes over time.

Replacing a file creates a managed version relationship; uploading another file with a similar name does not automatically create a new version.

## Manage several files in one item

In the **Files** tab, enter selection mode to select accessible files. You can delete selected files together or download the available files as a ZIP. Review the confirmation carefully because deletion affects the selected occurrences.