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Documents and attachments
Files are attached where the work happens: a contract on a page, a screenshot on a work item, a spreadsheet in a project’s documentation. Over time these files spread across dozens of pages and work items, and finding one means remembering where it was uploaded. The Documents app brings every attachment you can open into one place and lets your team organize them into shared folders, without moving a single file away from the page or work item it belongs to. There are two parts to it:- The Attachments macro shows and collects the files of a page directly in its content.
- The Documents app lists the attachments of all your spaces and lets you organize them.
The Attachments macro
The macro places a live list of the page’s attachments anywhere in the page content. Readers see the files where they are relevant instead of looking for them in a side panel.Add the macro to a page
1
Open the page in edit mode
Open the page and start editing.
2
Insert the macro
Type
/attachments and select Attachments, or open the insert menu in the toolbar and choose
Attachments under Macros.3
Save the page
The list fills as soon as the page is saved. A page that has never been saved shows a hint
instead of a list.
Work with the macro
Each file can be up to 25 MB, in any format. Files uploaded through the macro are ordinary page
attachments: they also appear under
... → Attachments and in the Documents app.
Uploading requires the Upload attachments permission in the space. Readers without it see the
list but not the upload controls. See Permissions.
The Documents app
The Documents app lists every attachment from Collabase Docs pages and from work items that you are allowed to open, across all your spaces. Teams use it to find a file without knowing where it was uploaded, and to build a shared folder structure for the documents a space works with every day.Add Documents to the sidebar
Documents lives in the app drawer at the bottom of the sidebar. Pin it to keep it one click away.1
Open the app drawer
Click More at the bottom of the left sidebar.
2
Open Documents
Click Documents to open the app.
3
Pin it to the sidebar
Right-click Documents in the drawer. It moves to a permanent slot in the sidebar. Right-click
the pinned entry and choose Unpin to return it to the drawer.
Two views of the same files
Switch between the views with the View toggle at the top of the app. Both views show the same files. They differ only in how the files are arranged.
In both views every file shows its name, type and size. Click a file to preview it. Right-click it
for more actions:
Files uploaded directly to a space, without a page or work item, appear under Not linked.
Organize documents in folders
Folders give a space one shared structure for its documents. Everyone who can see a file sees it in the same folder.Create folders
1
Open the Folders view
In the Documents app, switch View to Folders.
2
Open the space
Click the space the folder belongs to. Folders always belong to one space.
3
Create the folder
Click New Folder, enter a name and click Create.
4
Create sub-folders
Open a folder and click New Folder again. Folders can be nested as deep as you need.
Move files into folders
- Drag and drop: drag a file onto a folder.
- Right-click: right-click a file, choose Move to and pick the folder, or Top level to take it out of all folders.
Delete a folder
Deleting a folder never deletes files. Everything inside the folder, files and sub-folders, moves one level up. Collabase asks for confirmation before it deletes the folder.A file always stays attached to its page or work item. Moving it into a folder only changes where it
appears in the Folders view. It remains on the page or work item, keeps its permissions, and
Open page or Open work item still takes you there.
Permissions
The Documents app adds no new permissions. It reuses the ones you already manage for pages, projects and spaces.Who sees a file
A file is visible only to members who can open the page or work item it is attached to. Filing it into a folder does not change that.Who sees a folder
Folders belong to a space, so only members of that space can see them. Within the space, a folder is shown only when it, or one of its sub-folders, contains at least one file you are allowed to see. A folder therefore never reveals the name or existence of a file you cannot open. The member who created a folder also sees it while it is still empty.Who can organize
Members with the Upload attachments permission in a space can create, rename and delete folders and move files in that space. Members without it can browse the folders and open files, but not change the structure. See Permissions for which roles have this permission.Next steps
Pages
Create pages and attach files to them.
Tasks
Work items and their attachments.
Permissions
Roles and what each one may do in a space.