# File Management

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

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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.
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## 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. Check the **Enable for Viewers** box to make files and text visible to *Viewer* users as well.
6. Click **Send** to complete sharing.

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Files will be visible to Viewer users **only if** the **Enable for Viewers** option is selected and these users have access to the model or conversation.
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## Modify the Visibility of Already Shared Files

1. Select the **model** or **conversation**.
2. Click the **Shared files** tab in the right column.
3. Locate the file in the list.
   * Files visible to Viewers are marked with a **green icon with three users** before the name.
4. Hover over the file and click **Show/Hide to Viewers** to modify visibility.
5. The green icon with three users will appear or disappear depending on the action performed.

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Visibility modification is immediate and in case of activation Viewer users will immediately be able to access the file.
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## 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. Click the **Shared files** tab in the right details column and locate the file in the list.
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.
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## 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.

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At the end of the operation, the system shows a dedicated result window with a detailed summary and **Export CSV**.
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## 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.

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Bulk Delete is a destructive action. The system requires explicit confirmation before continuing.
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## 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. Click the **Shared files** tab in the right column.
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.

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**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.
* If any files are not available on storage, you'll see a warning with the list of missing files.
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This feature is available to all users and respects individual file access permissions.
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