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What this helps you do

The Files pane shows the project files and folders you can access. This page covers getting around it: finding files, focusing on one folder, acting on several items at once, and deleting. To add files and create folders, see Upload and organize files.

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Know the tabs and areas

The pane has four tabs:
  • Files — the project’s folder tree.
  • Tasks — kanban cards assigned to you in this project, grouped by board.
  • Starred — files and folders you starred.
  • Recents — files you opened recently, newest first.
The Files tree starts with three areas:
  • — visible only to you, unless you share something from it.
  • — visible to everyone in the project.
  • Shared with me — private items teammates have shared with you.
Hover a file to see its owner, location, and your permission. See Sharing and permissions.

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Expand or pin the pane

Expand the compact file explorer when you need the full tree. Select Pin file explorer to keep it open beside chat, or Unpin and compact file explorer to make room again.

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Focus on one folder

Hover a folder and select Step into This Folder to show only its contents. The trail above the tree shows where you are:
  • Select a folder in the trail to jump to it, or All files to see the whole tree again.
  • Use Back, Forward, and Step Out to move between folders you have visited.
When you open a chat that belongs to a folder, the tree focuses on that folder and marks it as the Current Working Folder.

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Search, sort, and filter

  • Search — select Search files and type part of a name. Matching items show with their folders. Press Esc to clear.
  • Sort — choose Name, Date Modified, Date Created, or Owner. Choose the same option again to reverse the order.
  • Filter — narrow the tree by file type (such as PDFs, planners, whiteboards, or Folders Only), permission (such as Owned by Me), Show Shared Items Only, document Status, or Tags. The filter button shows how many filters are on. Select Clear Filters to remove them.

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Act on several items at once

  1. Select Multi-select mode in the pane’s header.
  2. Select the files and folders you want. Hold Shift to select everything between two items. Selecting a folder includes everything inside it.
  3. Choose an action from the toolbar:
    • Copy to, Move to, or Create shortcut — choose a destination folder.
    • Copy reference — copy links to the items so you can paste them into a message or document.
    • Hide from AI or Unhide from AI — change whether the AI finds the items on its own. See Annotations and AI discovery.
    • Delete — remove the items.
    • AI actions — draft a Share Update or Handoff from the selected items. See Share updates and hand off work.
  4. Select Clear Selection, or select Multi-select mode again to finish.
If an action does not apply to every selected item, its tooltip shows how many it can act on.

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Download a file

Open a file’s More options menu and select Download. Documents you write in Collivo can be downloaded as Markdown, PDF, or DOCX. Uploaded files download in their original format.

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Start a chat in a folder

Hover a folder and select Start Chat in This Folder to open a chat that works from that folder. Once a folder has a chat, the same button reads Resume Previous Chat. See Chat basics.

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Work from assigned tasks

Open Tasks to find cards assigned to you in this project. Start task opens guided setup when a card has no task folder; Resume task opens work in its attached folder. The play icon is outlined before attachment and filled after attachment. Review setup and select Done before asking the agent to execute the task.

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Delete files and folders

Deleting is permanent. There is no trash or restore for deleted files and folders, and deleting a folder deletes everything inside it.
  1. Open the item’s More options menu and select Delete.
  2. Read the confirmation, then select Delete.
To delete several items, use Multi-select mode. Collivo deletes only the items you have permission to delete. To keep a file but stop it changing, use Lock document instead. To keep it but stop the AI using it on its own, use Hide from AI.

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Expected result

You can search accessible files, keep the tree focused on the work at hand, and organize several items in one step.

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Troubleshooting

  • Search shows “No files found”: check the spelling, clear any filters, and select All files if you are focused on one folder.
  • The tree shows only part of the project: you are focused on a folder. Select All files in the trail.
  • An action is greyed out in Multi-select mode: none of the selected items support it, or you do not have permission. Check the tooltip.
  • Some selected items were not deleted: you can delete only items you have permission to delete. Ask the item’s owner or a project manager.
  • A selected area does not support an action: select the individual files or folders you want to act on and check the action’s tooltip. Selecting an area does not make every operation available.