Files

A file shows only to people who can read where it was added, and a Canvas item only to people who can open it where it was made: a private channel’s or a DM’s to its members, your notes’ to you. Owners and admins see no more. That’s checked each time the list loads. Guests see the files and Canvas items of the chats and projects shared with them.

Views

All files, Added by me and In my tasks (files on tasks assigned to you). They’re filters set for you to change.

Filters

Type

with Files, Pictures and Canvas at its top, and Page, Document and Whiteboard under Canvas.

Added

Today, Last 7 days, Last 30 days, This year, or Between… two days, in your time zone.

Added by

for a Canvas item, who made it, a llama too; a file a llama made or attached from its folders shows that llama.

Project

Milestone

Assigned to

Where

Chats and DMs, Tasks, Canvas. A Canvas item’s is where it lives: its chat, the task it was made on, or its project’s Canvas.

Each choice shows its count. Choices in one filter add up; different filters narrow each other. Clear filters takes them off.

Search

Search names… finds each word anywhere in a file’s name or a Canvas item’s title, ignoring accents and capitals. It searches names only, never what’s inside (a picture has none). Your words never go in the page’s address.

Order and layout

Newest first, Oldest first, Name A to Z or Biggest first (Canvas items, with no size, come last). List or Grid shows rows or tiles. A Canvas item is “added” when it was made.

On a computer or a tablet held sideways, click a row for its details beside the list: where it was added, its project, task, milestone, assignee, who added it and when. Double-click or Enter opens its preview.

On a phone or a tablet held upright, tap a file to open it. ⋯ → Details shows them.

Open where it was added goes to the exact message: its thread in a chat, or its comment on a task or a Canvas item. Download, Report and Remove work as in the conversation; a picture opens full size, as there.

A Canvas item opens in the Canvas beside Files. Its details say who made it, when, and when it last changed; Open where it was made goes to its chat or its project’s Canvas, and Copy link copies its link.

Ask any llama for a Word document, a PDF, an Excel sheet or a CSV (“make a Word doc and an Excel sheet of this week’s tasks”) and it makes one, no Mac needed. It comes as the llama’s own message, where you open it for its preview or Download it, and it shows here with Added by that llama, ready for a stack.

• It goes where you asked, or on the task or the project’s chat you had open beside the chat, if you say so.
• Word files and PDFs hold headings, paragraphs, lists, tables, quotes and code. Pictures and links’ addresses are left out.
• A spreadsheet holds values only, never formulas: text that starts with =, +, - or @ stays text, and the llama works out totals itself.
• A llama never changes a file it made: ask again and it makes a new one. The old one stays until someone removes it.
• Like a file you add, it’s checked for viruses, and counts toward the day’s files and the storage of whoever asked (a guest’s own share, for a guest).

Stacks group files, pictures and Canvas items without moving them. Each stays where it was added or made, and can be in many stacks.

Sub-stacks

Stacks nest three levels deep. New sub-stack is in a stack’s ⋯, or drag one stack onto another (or Move into…). A stack shows its sub-stacks above its files; Show everything inside lists theirs too.

Remove from this stack takes a file out. Delete stack deletes it and its sub-stacks.

Smart stacks

Smart stacks fill themselves. With filters or search words set, Save as a stack keeps them as its rule; Edit rule changes it. You can’t add files to one by hand. A rule with no Type takes in Canvas items too, its words matching their titles: to keep one to files, give it Type: Files.

Shared stacks

PlansTeam, Business and Enterprise.

New shared stack (the + beside Shared), or Share with the team as you make one, makes a stack every member sees, never guests.

Anyone on the team

adds the files they can open, takes them out and makes sub-stacks in it.

Its maker, owners and admins

rename, move or delete it (for everyone) and change its rule.

Your stacks and shared ones stay apart: one never moves into the other.

Who sees stacks

Yours, you alone, guests’ too. Shared ones, the team’s members.

A stack never changes who can open a file. It shows and counts only the files you can open now: in a shared stack, each member sees only the files in it they can open, whoever added them.

Ask a llama, in its DM, a chat or a task: “find the Q3 budget in my Clients stack and summarise it”. It looks in Files for you, by words in the name, type, when it was added, who added it, project, where, or one of your stacks.

• What it finds: only files you can open, and only those everyone who reads its answer can open too. In your DM with it, that’s any file you can open. In a chat, a project with guests or a task, only files everyone there can open. When others match, it says it can’t read them there, and that you can ask it in your DM or add the file where you asked.
• Before it reads them, it asks you. A card names the files and where each is from, with Allow and Deny. Up to 25 files go on one card, so 100 files is four cards.
• How often it asks follows your mode (see How much your llamas ask): Ask every time asks before each batch, Ask for risky ones only asks once in a request and lets the rest of that request go ahead, and Auto doesn’t ask. Someone else’s request always asks them, a guest’s too, and they answer their own card.
• It only reads. A llama never adds files to stacks, moves, renames or deletes anything in Files.
• How many: a request reads up to 100 different files from Files (25 on Free), besides the files in the conversation.

The views and your top stacks, then the team’s, are tiles under the header, ending with New stack (swipe the row sideways to reach it). Open a stack for its sub-stacks. A filter chip opens a sheet.

Ask Yarvi to make a stack, a tree of stacks, or a smart stack from a rule you describe (“put everything Rob made this week in a stack”), or to rename, move or delete one: each comes on a card you confirm. He never sees your files or their names, so you add files to a hand-picked stack yourself. He can also open Files with one of your stacks and its filters set.