> ## Documentation Index > Fetch the complete documentation index at: https://docs.collabase.ch/llms.txt > Use this file to discover all available pages before exploring further. # Documents and attachments > Find every file attached to pages and work items in one place, organize it into shared folders, and keep each file's permissions tied to where it was uploaded # 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 Open the page and start editing. Type `/attachments` and select **Attachments**, or open the insert menu in the toolbar and choose **Attachments** under **Macros**. 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 | Action | How | | ------------ | -------------------------------------------------------------------------------------------------------------------------------------------- | | **Upload** | Click **+** in the macro, or drag files from your computer onto it. This also works while you read the page, without switching to edit mode. | | **Preview** | Click a file. PDFs, images, videos, audio and Office documents open in a preview without downloading. | | **Download** | Click **Download** in the preview. Files that cannot be previewed offer the download directly. | 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](/concepts/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. Click **More** at the bottom of the left sidebar. Click **Documents** to open the app. 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. | View | Structure | What it is for | | --------------- | --------------------------------------------------------------- | -------------------------------------------------------------------------------------------------- | | **By location** | Space → Docs or Projects → page, or project → work item → files | Browse files by where they were uploaded. The structure follows your spaces and cannot be changed. | | **Folders** | Space → folder → sub-folder → files | Organize files the way your team works, for example "Contracts" or "Onboarding". | In both views every file shows its name, type and size. Click a file to preview it. Right-click it for more actions: | Action | What it does | | ---------------------------------- | ------------------------------------------------------------------ | | **Preview** | Opens the file in the preview. | | **Download** | Downloads the file. | | **Open page** / **Open work item** | Jumps to the page or work item the file is attached to. | | **Move to** | Folders view only. Files the file into a folder of the same space. | 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 In the Documents app, switch **View** to **Folders**. Click the space the folder belongs to. Folders always belong to one space. Click **New Folder**, enter a name and click **Create**. Open a folder and click **New Folder** again. Folders can be nested as deep as you need. Right-click a folder to **Open**, **Rename** or **Delete folder** it. ### 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. Files that are in no folder yet are listed below the folders, under **Unorganized attachments**. A file can only be moved into folders of its own space. ### 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. | File attached to | Visible when you can | | ------------------------------- | ------------------------------------------------------------------------------------------------ | | **A page** | View pages in the space, and the page is not restricted to people you are not part of | | **A work item** | View work items in the space and reach the project. Private projects require project membership. | | **The space only** (Not linked) | View pages in the space | ### 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](/concepts/permissions) for which roles have this permission. ## Next steps Create pages and attach files to them. Work items and their attachments. Roles and what each one may do in a space.