Files

The Files workspace is your team's shared cloud storage. Upload anything you'd put in Dropbox, Google Drive, or a shared network folder — proposals, contracts, photos, scans, exports — and share it with teammates or clients with a couple of clicks. Every file is stored privately on Amazon S3 under your workspace and never visible to other Coffield.io customers.

Plain English summary: It's Dropbox, but it lives inside your Coffield.io workspace next to your projects and leads. The whole team can see it (subject to permissions), it has folders, a trash can, search, sharing with expiring links, and bulk download as a ZIP.

#Where to find it

In the left sidebar, click Files. If you don't see Files in the sidebar, your workspace administrator may not have enabled file access yet — see § 6.10 Permissions.

The page layout:

#Uploading files

There are two ways:

Click and pick:

1. Click Upload (sidebar) or Upload Files (empty-state button).
2. The Upload Files dialog opens with To: [your current folder] so you can see where the file will land.
3. Click Click to browse and pick one or more files.
4. Each file shows in a list with size and a small × to remove it before uploading.
5. Click Upload N file(s).

Drag and drop:

1. Drag files from your computer's Finder/Explorer onto the dotted drop zone.
2. They appear in the upload list.
3. Click Upload N file(s).

Maximum file size: 100 MB per file. If you need to send something bigger (a long video, a database backup), ZIP it and split it, or contact support for a temporary lift.

When the upload finishes you'll see a green confirmation toast and the files appear in the folder you were viewing.

Behind the scenes: Files upload directly to your encrypted S3 bucket. The original filename is preserved exactly as you uploaded it; we add a unique storage suffix internally so two files with the same name don't collide. Your team always sees the original name.

#Creating and using folders

1. Click New Folder (sidebar or empty-state).
2. Type a name. Folder names follow normal filesystem rules — no slashes, no leading dots.
3. Click Create.

To work inside a folder, click its name in the main panel. The breadcrumb at the top updates so you can navigate back to Root or any parent folder at any time.

Folders can be nested — make a "Clients" folder, then "Acme Corp" inside it, then "2026" inside that. The left sidebar shows the folder tree once you expand a parent.

#Renaming and moving items

Rename:

1. Hover over a file or folder row.
2. Click the ⋯ menu → Rename.
3. Type the new name.
4. Click Save.

Move:

1. Hover over the item.
2. Click ⋯ → Move.
3. In the dialog, click your destination folder from the tree. Pick Root to move it to the top level.
4. Click Move.

You can also bulk-move: select multiple items with their checkboxes and use the action bar (see § 6.7).

#Previewing files

Click a file's name to open the inline preview. Three preview types are supported:

Other formats show a download button instead of a preview. Click Download at the top-right of the preview panel to save a copy to your computer.

Privacy of previews: Preview URLs are short-lived, signed S3 URLs scoped to your session. They are not permanent links — they expire after a few minutes and cannot be shared.

#Sharing files

You can share any file two ways: with specific people by email, or with a public link.

Share by email:

1. Hover over the file → ⋯ → Share.
2. Type one or more email addresses (press Enter after each).
3. (Optional) Add a short message — it appears in the email recipients receive.
4. Pick how long the link stays valid: 1 hour, 24 hours, 7 days, 30 days, or Permanent.
5. Click Share.

Each recipient gets an email with a friendly note ("Sam shared quote.pdf with you") and a button to open the file. They do not need a Coffield.io account.

Share by public link:

1. Hover over the file → ⋯ → Share.
2. Switch to the Link tab.
3. Pick a duration.
4. Click Create link.
5. Copy the link and paste it anywhere — Slack, an email, a text message.

Anyone with the link can open the file. Treat permanent links like keys — share them with people you'd be comfortable handing the original file to.

Managing existing shares: Hover the file → ⋯ → Manage shares. You'll see every active share for that file with: recipient (or Public link), created date, expiry, and a Revoke button. Revoke instantly invalidates the link for everyone using it.

#Share files through your AI agent (Growth & up)

If you have a Coffield.io AI agent installed on your website, you can let it hand specific files to visitors mid-conversation — price sheets, warranty PDFs, service brochures, spec sheets, sample reports — without anyone on your team having to be in the chat.

How to mark a file shareable:

1. Open Files.
2. Hover over the file you want the agent to share.
3. Click the sparkles ✨ icon in the actions row.
4. You'll see a toast: "<filename> is now available to your AI agent." A small ✨ AI badge appears next to the filename.

That's it. The next time a visitor asks something like "Do you have a copy of your warranty?" or "Where's your price list?", the agent will reply with a direct download link to that exact file.

To stop sharing: click the sparkles icon again. The badge disappears and the agent stops offering the file. (The link itself stays revocable from Manage shares.)

What the visitor sees:

You: Do you have a copy of your warranty I can read?

Agent: Yes! You can download our warranty document here: 2026 Warranty — Download PDF (239.3 KB) Let me know if you have any questions after reviewing it!

Good candidates to mark shareable:

• ✅ Price lists, rate sheets
• ✅ Service brochures, capability decks
• ✅ Warranty terms, return policies, FAQs
• ✅ Sample reports or templates
• ✅ Compliance docs the public can see

Do NOT mark shareable:

• ❌ Anything containing customer PII, account numbers, or unredacted contracts
• ❌ Internal SOPs, payroll, or vendor pricing you don't want public
• ❌ Drafts or works-in-progress

Tier: the ✨ AI toggle is available on the Growth plan and above. On the Starter plan the icon is hidden.

Plan limit: the agent reads from the 25 most recently updated shareable files in your workspace. If you have more than 25 marked, only the newest 25 will be offered.

#Bulk actions (selecting multiple items)

Tick the checkbox next to each file or folder you want to act on (or Select all at the top). An action bar appears showing how many items are selected and offering:

#Bulk download as a ZIP (Exports)

For big folders or many files, downloading them one by one is painful. The Bulk download feature packages everything into one ZIP and emails you when it's ready.

1. Select the items (single folder, mix of files and folders — anything).
2. Click Download as ZIP.
3. Confirm.
4. The job runs in the background. You'll see a friendly notification: "Your export is being prepared. We'll email you when it's ready."
5. When done, you get an email and a notification with a Download link.

Where exports live: Click Exports in the left sidebar to see every export you've requested with status (Preparing / Ready / Failed), size, and a Download button. Exports are kept for 24 hours after they're ready, then auto-deleted to save your storage quota.

Why does it run in the background? Zipping 500 photos can take minutes. We do it on our servers so your browser doesn't have to stay open.

#Trash and restore

Deleted files go to Trash (soft delete), not gone forever. To restore something:

1. Click Trash in the left sidebar.
2. Find the item.
3. Click Restore — it returns to its original folder. If that folder was also deleted, it lands at Root.

To permanently delete:

1. Click Trash.
2. Tick the items.
3. Click Delete forever → confirm.

Once permanently deleted, files cannot be recovered — not even by Coffield.io support. We don't keep backups of deleted files, by design (privacy).

Tip: If you want to clear everything in trash, use Select all → Delete forever. Items deleted longer than 30 days are auto-purged anyway.

#Permissions

Two permissions control file access. Workspace admins assign them in Team Management → Users → Edit user → Permissions:

A workspace admin can also bypass the permission entirely for everyone in the workspace by enabling "File manager available to all members" on the Tenant Settings page. This is the quickest setup for small teams where everyone should have full access.

#Storage quota

The Storage meter at the bottom of the left sidebar shows how much you've used and your plan limit (e.g. "2.3 GB of 50 GB used").

Per-plan limits:

Admins can also set a per-workspace override that takes priority over the plan limit (useful for custom contracts or trials).

Approaching your limit shows a yellow warning at 80% and red at 95%. To free space:

• Empty Trash (deleted files still count until permanently purged).
• Delete old Exports.
• Move large files you no longer need to your own external storage and delete from here.

To raise your limit, upgrade your plan from Account → Subscriptions or contact support for a custom quota.

#Privacy & security

• Tenant isolation. Every file is tagged with your workspace ID at the database and storage path level. No other Coffield.io customer can ever see your files, even if they guess the URL — every download goes through an authenticated proxy that re-checks ownership.
• At-rest encryption. Files are stored on Amazon S3 with server-side encryption (AES-256) enabled bucket-wide.
• In-transit encryption. All uploads and downloads use HTTPS / TLS 1.2+.
• Signed URLs only. We never hand out direct S3 URLs. Previews and downloads are served through signed URLs scoped to a short time window. Even copying a URL out of your browser address bar won't work for someone else.
• Audit trail. Every share, revoke, upload, delete, and restore is logged with the user who did it and the timestamp. Contact support if you need an audit export.
• No third-party scanning. We do not scan or index file contents for the AI agent unless you explicitly upload them to Knowledge documents (see chapter 3).

#Troubleshooting

#Next steps

• Need a place to track work, not just files? See 7. Projects (Kanban).
• Need to teach the AI agent from PDF files? Use Knowledge documents instead — see 3. Teaching your agent.
• Want to share a file from a chat with a visitor? Today, paste a public share link into the conversation. Direct file attachments from the agent are on the roadmap.