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.
By default, models present in the Workspace are visible to all users with Standard type permissions or higher. Only assigning a user group to the model enables access to any users with Viewer type permissions who are part of it.
Assigning a User Group to the model does not however involve direct access by the related Viewer type members to the model contents as well.
To make files visible to Viewer type users it is necessary to specify permissions for each individual file, as described below.
Add Files to a Model or Conversation
Select a model or a conversation.
Click the "+" icon at the bottom left of the text field and choose File from computer.
Add up to 10 files per message:
Dragging them to the dedicated area
Clicking Select files...
Pasting them directly into the text field
Add a text message to accompany the files (optional).
Click Send to complete sharing.
Add Files Also Visible to Viewer Users
Select a model or a conversation.
Click the "+" icon at the bottom left of the text field and choose File from computer.
Add up to 10 files per message:
Dragging them to the dedicated area
Clicking Select files...
Pasting them directly into the text field
Add a text message to accompany the files (optional).
Set the visibility control to Make visible to Viewers for the files and accompanying text.
Click Send to complete sharing.
Files are visible to Viewer users only when Viewer visibility is enabled and those users can access the Model or Conversation.
Modify the Visibility of Already Shared Files
Select the model or conversation.
Open the Files tab in the details sidebar.
Locate the file in the list.
Use Make visible to viewers or Hide from viewers.
The people icon reflects the current visibility.
Visibility modification is immediate and in case of activation Viewer users will immediately be able to access the file.
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.
To replace a file with a new version of the same, select the desired model or conversation.
Open the Files tab in the details sidebar and locate the file.
Position the mouse cursor over the file and click the button with the three-dot icon.
Click Replace from the dropdown menu.
Select a file from your device, making sure it has the same extension as the original file.
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.
Bulk Replace a File Across the Workspace
You can replace the same file across multiple models and conversations starting from the Files search results.
Open global search and switch to the Files section.
Search for the file and, if needed, click Search exact match to narrow the results to the exact file name.
Click Bulk Replace on the file you want to update.
Review the list of target items found across the workspace.
You can manually exclude one or more targets before continuing.
Upload the new file:
Dragging it into the dedicated area
Clicking Select file
Pasting it into the message area
Optionally:
add a broadcast message
enable Viewer visibility
activate Update file name in selected items to rename the file across the selected targets
If rename is active, the system checks for any name conflicts before allowing the operation.
Click Replace files to complete the update.
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.
Open global search and switch to the Files section.
Search for the file and, if needed, click Search exact match.
Click Bulk Delete on the selected file.
Review the targets found across the workspace and remove any items you do not want to include.
Select the confirmation checkbox to confirm that you want to proceed.
Click Delete to remove all selected occurrences.
Bulk Delete is a destructive action. The system requires explicit confirmation before continuing.
Search and Export File Results
The Files section of global search also provides additional tools to speed up file management:
Use Search exact match to refresh the results using the exact file name.
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.
Select the model or conversation.
Open the Files tab in the details sidebar.
Click the download icon at the top of the files list.
Wait while the system prepares the ZIP archive.
The preparation window shows the progress and number of files being compressed.
Once ready, the download will start automatically.
This feature is available to all users and respects individual file access permissions.
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.
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