> ## Documentation Index
> Fetch the complete documentation index at: https://docs.collivo.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Upload and organize files

> Add project context and keep files easy to find.

export const SharedFolder = () => <span style={{
  whiteSpace: "nowrap"
}}>
    <svg width="17" height="17" viewBox="0 0 24 24" fill="currentColor" fillOpacity="0.35" stroke="currentColor" strokeOpacity="0.7" strokeWidth="1.25" strokeLinecap="round" strokeLinejoin="round" style={{
  color: "light-dark(#2E7D32, #4CAF50)",
  display: "inline-block",
  verticalAlign: "-0.2em",
  marginRight: "0.3em"
}} aria-hidden="true">
      <path d="M20 20a2 2 0 0 0 2-2V8a2 2 0 0 0-2-2h-7.9a2 2 0 0 1-1.69-.9L9.6 3.9A2 2 0 0 0 7.93 3H4a2 2 0 0 0-2 2v13a2 2 0 0 0 2 2Z" />
      <path d="M2 10h20" />
    </svg>
    <strong>Shared</strong>
  </span>;

export const PrivateFolder = () => <span style={{
  whiteSpace: "nowrap"
}}>
    <svg width="17" height="17" viewBox="0 0 24 24" fill="currentColor" fillOpacity="0.35" stroke="currentColor" strokeOpacity="0.7" strokeWidth="1.25" strokeLinecap="round" strokeLinejoin="round" style={{
  color: "inherit",
  display: "inline-block",
  verticalAlign: "-0.2em",
  marginRight: "0.3em"
}} aria-hidden="true">
      <path d="M20 20a2 2 0 0 0 2-2V8a2 2 0 0 0-2-2h-7.9a2 2 0 0 1-1.69-.9L9.6 3.9A2 2 0 0 0 7.93 3H4a2 2 0 0 0-2 2v13a2 2 0 0 0 2 2Z" />
      <path d="M2 10h20" />
    </svg>
    <strong>Private</strong>
  </span>;

Files give Collivo and your team the context needed to understand project work.

## Set up initial context

You don't need everything ready before you start — much of a project's content gets created in Collivo as you work. But if you already have material that's relevant, bringing it in gives you, your team, and the AI a base to build on instead of starting from a blank page.

If you have any of these, they make a useful starting point:

* **Direction** — the project brief, goal, and requirements.
* **Plan** — the current plan or approach, and important decisions made so far.
* **Background** — research notes, meeting summaries, and draft deliverables.
* **Reference** — policies, reference material, and source files.
* **Open questions** — known risks, or anything still undecided.
* **Working material** — the spreadsheets, presentations, PDFs, and documents your team needs to discuss.

<Tip>
  Put shared material in the project's <SharedFolder /> folder so everyone can build on it, and keep personal drafts in your <PrivateFolder /> folder. Add the most relevant files to AI context when you chat.
</Tip>

Avoid uploading unnecessary sensitive information. If a file includes sensitive content, confirm that it belongs in the organization or project and that permissions are limited to the right people.

## Upload files

Files go inside a <PrivateFolder /> or <SharedFolder /> folder (or a subfolder) — not directly under the project's top level. Use <PrivateFolder /> for personal material or <SharedFolder /> for team material.

To start, open the target folder's More options menu <Icon icon="ellipsis" color="#1F7A5A" /> in the **Files** pane, and select **Upload**. Then choose one of these sources.

**from local** — upload files from your computer.
Select **from local**, then choose one or more files. Each file can be up to 10 MB; hold Ctrl or Cmd to select several at once.

**from cloud** — import from a connected cloud account, such as Google Drive, SharePoint, or Box.
Select **from cloud**, pick the **Connected Account** to import from, then browse it, tick the files you want, and select **Import**. If you have not connected an account yet, add one under **Settings → Connected accounts** first.

After uploading or importing, confirm each item appears in the folder. If a file is still processing, wait for it to finish before relying on it in chat.

<Tip>
  The same More options menu <Icon icon="ellipsis" color="#1F7A5A" /> has a **New** option for creating items directly in Collivo — a **file**, **folder**, **kanban board**, **whiteboard**, or an item from a **template**.
</Tip>

## Organize with folders

Use folders to keep everything for one part of the work together — for example, by workstream, team, or deliverable type.

To create a folder:

1. Open the More options menu <Icon icon="ellipsis" color="#1F7A5A" /> for <PrivateFolder />, <SharedFolder />, or an existing folder.
2. Select **New**, then **New Folder**, and give it a name.

Example folder patterns:

* Research
* Requirements
* Design
* Client materials
* Meeting notes
* Final deliverables

You can drag files and folders around in the **Files** pane to move them to another folder in the project.

If an existing folder now holds work you want to recognize as a task, open its More options menu <Icon icon="ellipsis" color="#1F7A5A" /> and select <Icon icon="folder-kanban" color="#1F7A5A" /> **Convert to task folder**. The folder stays where it is with its contents. Add task guidance and progress notes as needed; a regular folder can serve the same purpose. See [Task folders](/ai-and-agents/task-folders) for a setup guide.

To rearrange existing work, open the file's More options menu <Icon icon="ellipsis" color="#1F7A5A" />:

* **Move To** — move the file to a different folder.
* **Copy To** — place a separate copy in another location.
* **Create Shortcut** — link to the file from another folder without duplicating it. See [Shortcut](/get-started/concepts#shortcut).
* **Rename** — change the file's name.
* **Star** — mark a file or folder for quick access under **Starred**.

## Keep context current

AI answers are more useful when project context is current. As the work evolves, use a file's More options menu <Icon icon="ellipsis" color="#1F7A5A" /> to keep things tidy:

* Upload newer versions, and **Delete** files that should no longer guide the work.
* **Rename** or **Move To** so files stay easy to find.
* **Lock document** to prevent accidental edits to a file that should stay fixed.
* **Hide from AI** to remove a file or folder from the AI's view, so it can't accidentally read work-in-progress or non-authoritative material and be misled. See [how the AI's view works](/get-started/concepts#working-folder).
* **Annotate** a file or folder to attach standing guidance for your team and the AI. See [Annotation](/get-started/concepts#annotation).

## If upload fails

Work through these checks:

* **Check the file type.** Collivo supports common documents (PDF, DOCX, XLSX, PPTX, CSV), text and code files (such as TXT, MD, and JSON), images (PNG, JPG, and GIF), and whiteboards.
* **Check the file size.** Each file must be under 10 MB. Compress or split a larger file before uploading.
* **Check the file itself.** Make sure it is not empty or damaged — open it on your computer first to confirm it has content.
* **Try again.** A failed upload is sometimes a temporary network or processing hiccup, so refresh the page and retry.

<Note>
  Older Office formats — .doc, .xls, and .ppt — are not supported. Save them as .docx, .xlsx, or .pptx and try again.
</Note>

If the issue continues, contact [support](/help-and-resources/support) with the file type, approximate upload time, and the project where you uploaded it.

## Related articles

* [Structure your work](/project-basics/projects-folders-artifacts)
* [Chat basics](/ai-and-agents/chat-basics)
* [AI permissions, context, and privacy](/sharing-and-security/ai-privacy-limitations)


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