Documentation

What is the Documentation module

Documentation is the project's file manager. It holds every document, drawing, photo, and folder in the project, and it is where scripts and templates live too. You can upload, organise into folders, preview, annotate, version, review, and download files from here.

Open it from Documentation in the sidebar. Viewing needs the documents.read permission (all built-in roles have it). Your personal files live in a separate My Workspace area reached from the project switcher.

Documentation page layout at a glance

The page has:

• A left sidebar with scopes (All files, Recent, Starred, Mine, Chat files, Templates, Trash) and a folder tree.
• A top bar with breadcrumbs, search, sort, filters, a grid/list view switch, and a details-pane toggle.
• The main area showing your files as a grid of cards or a list.
• A slide-in preview pane on the right when a file is selected (a bottom sheet on small screens).
• Floating action bars: a primary actions bar, and a bulk actions bar when multiple items are selected.
• A floating Downloads tray for ZIP exports.

On narrow windows the toolbar collapses into an overflow menu.

Scopes in the left sidebar

The sidebar lets you switch between views of your files:

• All files: everything you can see in the project.
• Recent: recently touched files.
• Starred: files you starred (shows a count badge).
• Mine: files you uploaded or created.
• Chat files: files uploaded through the AI assistant.
• Templates: script templates.
• Trash: deleted items (shows a count badge).

Below the scopes is the folder tree. When you open a script, the sidebar temporarily swaps to that script's section outline instead.

How to use the folder tree

The folder tree in the sidebar mirrors your folder structure:

• Click a folder to open it; use the arrows to expand or collapse branches.
• "All folders" at the top takes you back to the root.
• Use the new-root-folder button next to the tree to create a folder at the top level.
• Folder rows are drop targets: drag files or folders from the main area onto a tree row to move them there.

Search, sort, and switch between grid and list

In the top bar:

• Search: type to find files by name.
• Sort: order by name, last modified, size, or type — ascending or descending.
• View switch: toggle between a grid of cards and a compact list.
• Details-pane toggle: show or hide the preview pane.

Breadcrumbs above the content show where you are; click any crumb to jump back up.

Filter files by type, approval, or review

Open the filter menu in the top bar (it shows a count badge when filters are active). You can filter by:

• File type category: image, PDF, doc, sheet, slide, video, audio, text, archive, code, data, or other.
• Approval status: any, approved, pending, or rejected.
• Review status: any, in review, approved, or rejected.
• A specific review: pick one review (R-1, R-2, …) to see exactly the files in it — this picker needs the reviews.read permission.

Folders stay visible while filters are active so you can keep navigating.

How to upload files and folders

Three ways to upload (needs documents.create):

1. Click New, then Upload files, and pick files from your computer.
2. Click New, then Upload folder, to upload a whole folder with its structure.
3. Drag files or folders from your computer anywhere onto the page — a drop overlay appears; drop to upload into the current folder.

An upload manager panel shows per-file progress. Thumbnails appear shortly after upload as they are generated.

How to create a new folder

1. Navigate to where you want the folder.
2. Click New, then New folder.
3. Type a name and confirm.

You can also use the new-root-folder button next to the folder tree to create a folder at the top level. Creating folders needs the documents.create permission.

Rename, move, star, or download an item

Right-click an item (or open its context menu) for the common actions:

• Open / preview it.
• Download it.
• Star or unstar it — starred files collect in the Starred scope.
• Rename it (or press F2 with the item focused).
• Move it — a folder picker opens; when moving several items into a folder with name conflicts, a conflict dialog helps you resolve them.
• Delete it.

When several items are selected, the menu acts on all of them ("N items"). You can also move items by dragging them onto a folder card or a folder-tree row. Rename and move need documents.update; starring is personal and always available.

How to delete documents and what the impact summary means

Select one or more items and choose Delete (context menu, bulk bar, or the Delete key). Before anything is removed you see an impact summary describing what the deletion affects — for example items inside a folder — so you can confirm with full knowledge.

Deleted items go to Trash, where they can be restored. Deleting needs the documents.delete permission (Project Admin by default). Files in your personal My Workspace area are always fully yours to delete.

Select multiple files at once

Ways to build a selection:

• Click an item to select it.
• Shift+click to select a range.
• Ctrl+click (Cmd+click on Mac) to add or remove single items.
• Drag on empty space to draw a marquee (rubber-band) around items.
• Ctrl/Cmd+A selects everything in the current view; Esc clears the selection.

With items selected, a floating bulk action bar appears with: download, move, star, send to review (needs reviews.create), delete, and clear selection.

Keyboard shortcuts in Documentation

• Ctrl/Cmd+A: select all items in the view.
• Esc: clear the selection.
• Delete: delete the selected items (with impact summary and confirmation).
• Enter: open the focused item.
• F2: rename the focused item.
• Arrow keys: move focus between items.
• Space: toggle selection of the focused item (list view).

How to see a document's version history

Open a document's context menu and choose Version history. The dialog lists the versions of the file over time, so you can see how many times it was re-uploaded and access earlier versions. The Details tab of the preview pane also shows the version count.

Uploading a file with the same name into the same place adds a new version rather than a duplicate.

The preview pane and its tabs

Select a file and the preview pane slides in (or toggle it with the details-pane button; on small screens it appears as a bottom sheet). It has four tabs:

• Details: type, size, modified and created dates, status, version count, and who uploaded it.
• AI: information the assistant extracted from the file — title, description, keywords, language, and page count.
• Markups: annotations on the document, with a count badge.
• Processing: the file's processing pipeline status.

Editing the editable fields needs the documents.update permission.

AI info and document processing status

The AI tab of the preview pane shows what the assistant extracted from the document: title, description, keywords, language, and page count. This is what makes the file searchable and citable by the AI assistant.

The Processing tab shows where the file is in the processing pipeline: unprocessed, queued, processing, ready, or failed. If processing failed, the quickest fix is the Retry button in the processing queue, which anyone in the project can use (see the processing indicator and queue section). The Processing tab also has a re-run action that restarts a single processing phase — that one is gated by the rag.detailed.process permission, so most users will ask an admin for it.

The processing indicator and queue

After upload, every file is prepared for search and for the AI assistant. This runs in the background — you can keep working or leave the page. Two things show you how it is going.

The indicator in the header:

• A small ring with a number appears next to the notifications bell while files are being processed. It shows on every page, not only in Documentation.
• The ring fills as files finish; the number is how many files are still in progress. Hover it for the detail, for example "4 of 7 done · 2 processing · 1 waiting".
• When nothing is running but some files failed, it turns into a red warning icon with the number of failed files. When nothing is running and nothing failed, it disappears.
• Click it for a quick view without leaving your page: the counts, a progress bar, any failed files with their Retry buttons, and an "Open documents page" link. That link opens Documentation (or My Workspace) with the queue already expanded.

The "Processing documents" tray on the Documentation page:

• A floating card that shows a one-line summary. Click its header to expand it.
• Expanded, it lists the files in progress, each with its own progress bar, then the files marked "Waiting…", and "+N more waiting" when the list is long. Click a row to open that file in its folder.
• It covers the whole project, so you also see files uploaded by teammates or from another device.
• While your own upload panel is on screen the tray stays hidden, and takes over once the upload panel closes.
• When everything is finished it reads "Processing complete" and tells you how many documents are now searchable and available to the AI. Close it with the x.

When files fail:

1. Open the quick view from the header indicator, or expand the tray.
2. Under "N documents failed processing", each file shows its name and the reason.
3. Click Retry on one file, or Retry all to try every failed file again.
4. Some failed files have no Retry button. These cannot be processed automatically (the row may read "This document can't be processed automatically."), so trying again will not help.

During system maintenance, processing of new files waits — they stay in the queue as waiting — and resumes by itself when maintenance ends. You do not need to upload again.

View and annotate documents with markups

PDFs and images open in a unified viewer: continuous scroll through all pages, zoom, a thumbnail rail, print, download, open in a new tab, and fullscreen.

Switch to edit mode (needs documents.update) for the annotation toolbar: select, rectangle, ellipse, arrow, line, freehand, highlight, text, and pin tools, plus a colour picker, stroke width, and undo/redo. An elements panel lists the markups on each page. The Markups tab in the preview pane shows how many annotations a document has. When the assistant cites a page, the link lands on the right page of this viewer.

Download many files as a ZIP (Downloads tray)

Downloading a single document starts immediately. Downloading a folder, or several items at once, builds a ZIP archive in the background:

1. Select the folder or items and choose Download.
2. The floating Downloads tray appears, showing each export as queued, building (with progress), ready, or failed.
3. When ready, the download starts automatically and a toast confirms it.

Finished rows stay in the tray for about 15 minutes, even across page reloads. Possible errors: too many active exports, the selection is too large, or the selection is empty. Notifications also announce when an export is ready or failed and link straight back to the tray.

What is the Chat files scope

The Chat files scope in the sidebar lists files that were uploaded through the AI assistant. Anything you attach in a chat becomes a real document here, so you can find it again, preview it, or move it into your project folders.

Chat-uploaded attachments are private to the person who uploaded them. Files uploaded in a chat while no project is active land in the chat folder of your personal My Workspace instead.

Trash: restore or permanently delete items

Deleted items go to Trash. A deleted folder shows as one row — its contents come back with it.

How long items stay: there is no countdown on items in the Trash. They stay there until someone empties the trash or deletes them permanently. From that moment a 30-day grace period starts; the items leave the Trash straight away and are removed for good when the 30 days are over.

Two places show the Trash:

• The Trash scope in the Documentation sidebar. This is the full view: a restore button on every row, plus — with the documents.delete permission — an Empty trash button at the top and a Delete permanently button on each row.
• The standalone Trash page. It lists the same items but only restores; it has no Empty trash or Delete permanently. There is no sidebar link to it: click the search bar in the header (or press Ctrl+K, Cmd+K on Mac), type "trash" and pick the Trash page, described as "Deleted files".

To restore an item:

1. Open Trash and click the restore button on the row.
2. Confirm when asked. A folder comes back together with the contents it was deleted with.
3. The item returns to its original location.

If it cannot go back there, the app opens "Choose where to restore" instead (see below).

To delete for good (Trash scope in Documentation only):

1. Click Empty trash for everything, or Delete permanently on one row.
2. Read the confirmation — it explains the 30-day grace period — and confirm.

When a restore is refused:

• Name conflict: a live item with the same name already exists in the folder it came from. Click Choose another folder to restore it somewhere else, or rename the existing item in Documentation and restore again — restore never renames for you.
• The folder it was in is gone: the original folder is still in the Trash or was removed for good. On the Trash page such rows carry a "Parent gone" chip. Clicking restore opens "Choose where to restore": open the folder you want, check the line "It will be restored into: …", and click Restore here. Creating a new folder with the old name does not bring the item back by itself — you still pick it here. If the old folder is still in the Trash you can also restore that folder first, then the item.
• Choosing a folder has one rule: an item from My Files can only be restored inside My Files, and a shared project item only into shared project folders. To take it across, restore it first and then move it.
• Storage quota exceeded: bringing the item back would go over the storage limit. Deleted files do not count towards your storage, restored ones do — free up space first.

Viewing Trash needs documents.read; restoring, emptying and deleting permanently need documents.delete. In My Workspace your own files are always yours to restore.

See who else is working in Documentation

Documentation is live. Presence avatars show who else is currently viewing the same folder, and a connection pill shows your realtime connection status. Changes made by teammates — uploads, renames, moves, deletions — appear for you without reloading the page.

Who can do what in Documentation

Documentation permissions, by default role (the project owner can always do everything):

• View files and folders: documents.read — Project Admin, Project Member, Technician.
• Upload, create folders and scripts: documents.create — Project Admin, Project Member.
• Rename, move, edit details, annotate: documents.update — Project Admin, Project Member.
• Delete, restore, purge: documents.delete — Project Admin.
• Send to review: reviews.create — Project Admin, Project Member.
• Re-run document processing: rag.detailed.process (special grant).

Files in your personal My Files / My Workspace area are always fully yours, and chat-uploaded attachments are private to the uploader. If an action is hidden or disabled, ask a project admin to adjust your role.

Documentation problems — troubleshooting

• Can't upload or the New menu is missing options: your role may lack documents.create.
• Can't rename, move, or annotate: needs documents.update.
• Can't delete or restore: needs documents.delete (Project Admin by default).
• A file's status can't be changed: it may be locked because it is in an active review — check its review chip.
• The assistant can't find a file's content: the file may still be processing or may have failed. Look at the processing indicator in the header, or the Processing tab in the preview pane. If it failed, click Retry in the processing queue; if there is no Retry button, ask an admin to re-run processing.
• ZIP export fails: the selection may be too large or empty, or too many exports are already running — try a smaller selection or wait.
• Restore blocked by a conflict: something with the same name exists in the original folder — choose another folder when asked, or rename the existing item and restore again. If the original folder is gone, the app asks you to pick a folder to restore into. If the storage quota would be exceeded, free up space first.
• Can't find Empty trash or Delete permanently: they are only in the Trash scope of the Documentation sidebar (not on the standalone Trash page) and need documents.delete.
• Missing thumbnails right after upload: they generate in the background — give it a moment.