> ## Documentation Index
> Fetch the complete documentation index at: https://docs.go.aiinsurance.io/llms.txt
> Use this file to discover all available pages before exploring further.
# All files
> The company-wide Files page — every document across every record in one searchable, filterable table, with bulk category, folder, and record changes.
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.
## The two tabs
Selecting **Files** opens a page with two tabs:
| Tab | What it shows |
| ----------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Company Files** | Files that belong to the company as a whole rather than to a particular record — the same folder-and-file view described in [Files & notes](/app/features/files-notes#the-files-tab). |
| **All Files** | Every file you can see, across every record and the company, in one list. |
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.
## The columns
| Column | What it shows | Sortable |
| --------------- | ------------------------------------------------------------------------------------------------------------------------------------------------ | -------- |
| **Entity type** | The kind of record the file is attached to — Policy, Exposure, Event, Quote, Submission, Person, Organization, or **Company** for company files. | ✓ |
| **Entity** | The record itself, as a link straight to it. Company files, and files whose record has since been deleted, show a dash. | — |
| **Folder** | The folder the file sits in, as a path (`Claims / 2026`). A dash means the file isn't in a folder. | — |
| **File name** | The file's name. | ✓ |
| **Category** | The file's [category](/app/features/files-notes#categories), as a colored tag where your admins gave the category a color. | ✓ |
| **Type** | The kind of file — *PDF*, *Word*, *Excel*, *Image*, and so on. | ✓ |
| **Size** | How big the file is. | ✓ |
| **Uploaded** | The date the file is filed under, with the uploader's name beneath it. Files brought in from another system show their original date and author. | ✓ |
| **Status** | **Ready**, ***Scanning…***, or **Infected** — see [malware scanning](/app/features/files-notes#malware-scanning). | ✓ |
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](/app/features/exports-saved-views#editing-columns).
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.
## 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.
| Filter | Conditions |
| ------------------------------------- | ------------------------------------------------------------------------------------ |
| **Entity type** | Pick one or more record types (including **Company**). |
| **Entity**, **Folder**, **File name** | Text search. |
| **Category** | Pick one or more categories, including **Uncategorized** for files with no category. |
| **Type** | Pick one or more file types. |
| **Size** | **Equals** · **Greater than** · **Less than** · **Between** |
| **Uploaded** | **On** · **Before** · **After** · **Between** |
| **Status** | **Ready** · **Scanning** · **Infected** |
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.
## 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.
## Bulk actions
Check the box on one or more rows — or narrow the list with a filter — then use
**Actions ▾** in the toolbar.
| Action | What it does |
| ------------------- | -------------------------------------------------------- |
| **Download** | Downloads the selected files (several arrive as a ZIP). |
| **Set category…** | Applies one category, or clears it. |
| **Move to folder…** | Moves files into a folder inside each file's own record. |
| **Change entity…** | Attaches files to a different record. |
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.
### 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.
### 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](/app/admin/company-settings#file-categories) in
Company Settings.
### 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.
### 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.
## Uploading from the Files page
**Upload** in the toolbar lets you put files onto any record you can reach,
without opening it first:
**Upload to:** offers **Company** plus every record type whose files you
can see. For a record type, search for the record itself.
The categories offered are the ones set up for that kind of record.
Changing where the files are going clears your category choice.
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](/app/features/files-notes#uploading-files) — 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.
## What your role needs
| To do this | Your role needs |
| ------------------------------------------- | -------------------------------------------------------------------------------------- |
| See a file in the list | Access to the kind of record it's attached to (company files need company file access) |
| Preview or download | Permission to download files |
| Upload | Permission to add files |
| Set category, move to folder, change entity | Permission to edit files |
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](/app/features/files-notes#file-actions).