Files: create folders, upload files and set up the invoice inbox
The Files module is an org-wide file store with folder structure, role-based visibility, tags, and an automatic invoice inbox for accounting.
- You're signed in and your organization has the "Files" module activated.
- Creating, renaming or deleting folders requires the Admin or Owner role.
- 1
Quick access, folder tree and storage
The left sidebar has three fixed quick-access entries — Recent (every file regardless of folder), Starred (starred files and folders) and Trash — followed by the folder tree and, at the bottom, the storage usage indicator with the current plan. The storage bar shows used vs. available GB; the limit depends on the organization's plan.
- 2
Create a folder and restrict visibility
Only Admin/Owner see the "+ New" button (sidebar) or "New folder" (header). In the dialog, choose under "Visible to" between "All members" and "Specific roles" — Owner and Admin always see every folder regardless. Without custom roles (created under Organization → Members), the restriction option is disabled.
- 3
Turn on the invoice inbox
The same dialog has a "Rechnungs-Posteingang" (invoice inbox) checkbox, easy to miss since it sits quietly at the bottom of the form: files uploaded into that folder are automatically analyzed by AI and registered as a receipt in Accounting. Useful for a folder where scanned invoices or receipts get dropped.
- 4
Tag and filter files
A file's context menu (⋯) lets you set a tag (Contract, Org, Finance, Marketing, HR, Legal, Project, Other). The "Tags" filter in the toolbar narrows the list to selected tags; multiple tags can be active at once.
- 5
Upload files
Clicking "Upload" opens the file picker; alternatively drag files straight from the OS into the panel — the target is the currently open folder. Multi-select is supported and files upload one by one; if one fails (e.g. storage limit reached), the whole batch stops and shows an error toast.
- 6
Move, preview and star files
Dragging a file onto a folder in the tree moves it there. Clicking a row opens the preview (images/PDF inline, other types show a download prompt). The star in the context menu marks files and folders as "Starred" for quick access.
- 7
Details, download and share link
The context menu's "Details" opens the right sidebar with type, size, upload date and tag. "Share" only copies an internal app link (organization + folder + file id) to the clipboard — not a public link. Only people with access to the same organization can open it.
- 8
Trash: deleting is a two-step process
"Delete" in the context menu first moves a file to Trash (quick access). Only there does "Delete permanently" become available to remove it for good; "Restore" puts it back in its original folder.
- 9
Editing several files at once
Turning on multi-select (checkboxes in list view) replaces the breadcrumb bar above with an action bar, letting you delete or restore several files in one step.
The invoice inbox isn't on by default
The "invoice inbox" checkbox is unchecked when a folder is created. Without it, uploaded receipts stay a plain file in the Files module — they don't automatically show up in Accounting.
"Share" doesn't create a public link
The copied link only works for members of the same organization who have access to that folder — it can't be sent externally (e.g. to a customer without an account).
Role restrictions don't apply to Owner/Admin
A folder restricted to specific roles is still always visible to Owner and Admin — the restriction only affects regular members.
Deleting takes two steps
Deleting a file from the normal view doesn't remove it right away — it moves to Trash. It's only gone for good after "Delete permanently" there.
More articles are coming soon.