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The Files area in the sidebar is the company-wide view of your documents. Instead of opening one record at a time, you get every file you can see in a single table you can search, filter, and sort.

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The two tabs

Selecting Files opens a page with two tabs: Each tab has its own link, so you can bookmark or share either one. Opening Files without picking a tab lands you on All Files.
Company Files appears only if your role can read company files. All Files is available to all users and shows the files visible to the current user.

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The columns

All nine columns start visible. Edit Columns hides, shows, and reorders them, and you can keep an arrangement as a saved view — see Exports & saved views. The list starts with the newest files. Click a header to sort by that column. Entity and Folder are the two you can’t sort by.
Filters, sort, and page are part of the page’s web address, so a filtered view can be shared as a link. The Search file names box isn’t.

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Searching and filtering

Search file names above the table narrows the list by file name as you type. Add Filters works the same way as on the other list pages: pick a column, set a condition, Apply, and each filter becomes a pill you can edit or remove. Filters stack — each one narrows the list further. A few things to know:
  • The text filters — Entity, Folder, and File name — match any part of the value and ignore capitalization. Use the Contains condition; the others won’t narrow this list.
  • Entity searches the record’s own name or number, so it won’t return company files — they have no record name to match.
  • Folder only matches files that are in a folder.
  • The Category filter offers your company’s categories plus any older label still in use, so files labeled before a category was retired stay findable.

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Previewing and downloading

Each row has Preview and Download icons, if your role can download files.
  • Preview opens PDFs in the app; other file types open in a new browser tab.
  • Download downloads that file.
Files that are still being scanned, or that were flagged as infected, can’t be previewed or downloaded — the icons are grayed out and the tooltip explains why. A file that’s still scanning updates on its own once the scan finishes. To rename a file, upload a new version, look at version history, attach it to another record, or delete it, open that record’s own Files tab.

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Bulk actions

Check the box on one or more rows — or narrow the list with a filter — then use Actions ▾ in the toolbar. Actions your role can’t perform don’t appear on the menu, and the button is grayed out with a tooltip when there’s nothing for it to act on.

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Choosing what an action applies to

The three organizing actions can cover more than the rows you checked. Each dialog offers up to two buttons:
  • Apply to N selected — the rows you checked.
  • Apply to all M matching filter — every file the current filter matches, including the ones on pages you haven’t looked at. This only appears when a filter is active, so you can’t act on the whole company by accident.
Either way, the dialog shows what you’re about to change — how many files, and every active filter listed back to you — before you commit.
Check the filters listed in the dialog before choosing Apply to all matching filter: they describe exactly the files the change will cover. One bulk action can cover up to 10,000 files; past that, narrow the filter and run it again.
Download only ever applies to the rows you checked. If any of them is scanning or infected, the download is refused until you uncheck it.

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Set category

Pick a category, or No category to clear it. The list offers every category your company has set up. Categories are configured per record type, so a category that isn’t set up for one of the record types in your selection is refused — the message names that record type and lists the categories it does allow. Admins manage these lists on the File Categories card in Company Settings.

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Move to folder

Folders belong to individual records, so you type the destination as a path rather than picking a folder:
  • Folder path — type a path such as Claims / 2026. It’s matched by name inside each file’s own record, and created there if it doesn’t exist yet. So moving files from three policies into Claims / 2026 gives each policy its own Claims / 2026 folder.
  • Entity top level (no folder) — takes the files out of any folder.

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Change entity

Attaches the files to a different record: pick the Entity type (or Company Files), then search for the record.
  • Files arrive at the top level of the new record — folders don’t come along.
  • Categories are kept.
  • Files already attached to that record are skipped rather than treated as an error, and the confirmation says how many (“Moved 42 files · 3 skipped (already on target)”).
  • Nothing is copied or lost: it’s the same file, with its versions and history, now attached somewhere else.

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Uploading from the Files page

Upload in the toolbar lets you put files onto any record you can reach, without opening it first:
1

Choose where they go

Upload to: offers Company plus every record type whose files you can see. For a record type, search for the record itself.
2

Optionally set a category

The categories offered are the ones set up for that kind of record. Changing where the files are going clears your category choice.
3

Drop or browse for the files

Drag files onto the drop zone or select Browse files. Each file shows its own progress, with a cancel button.
The usual limits apply — 1 GB per file and the supported file types — and everything is scanned for malware before it can be opened. Closing the dialog won’t cancel uploads that are already running, and the table updates on its own as they finish.

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What your role needs

There’s no delete on All Files. Deleting stays on the record’s own Files tab, where the confirmation tells you whether you’re removing one attachment or deleting the file for good.