# Files

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<Lead>
**Files** (Dateien) is where everything your workspace owns lives: results from your tools, your own uploads, photos and documents. Instead of scattered downloads and email attachments you get a full-page view that behaves like a real file manager: with versions, search, access rules and external share links.
</Lead>

## What the file store is

The file store is a **standard tool** of the platform: it is included in every plan, always preinstalled and cannot be uninstalled. Using it costs **no credits**. You open it at `/files` as a full-page view; the top-left corner takes you back to the platform. Its settings (storage, trash policy, shares) live under **Settings > Files** (Einstellungen > Dateien). How much storage your workspace has depends on your plan.

<FeatureGrid>
  <Feature icon="sparkle" title="An explorer like on your computer">
    Grid and list views, multi-select with click, Cmd/Ctrl and Shift, drag and drop onto folders, a context menu, quick preview and a keyboard help overlay on the <Kbd>?</Kbd> key.
  </Feature>
  <Feature icon="clock" title="Versions and trash">
    Upload a file with the same name again and it is replaced, with the previous state kept as a version. Deleted items stay restorable in the trash, 30 days by default.
  </Feature>
  <Feature icon="check" title="Search with content matches">
    Cmd/Ctrl+K opens search. It finds names instantly and, for longer queries, also searches inside your documents and shows the matching passage as an excerpt.
  </Feature>
  <Feature icon="lock" title="Access per folder">
    Folders are open to the workspace until you restrict them. From the first entry on, only the listed people can see the folder. On top, every person has a private area.
  </Feature>
  <Feature icon="link" title="External share links">
    Share files and folders via a link without a login: with expiry, an optional password and a download toggle. Revocable at any time, with a view counter.
  </Feature>
  <Feature icon="coin" title="Visible storage">
    The storage tile shows usage live. In settings you see where the space goes: by origin, by type, and with the largest files for targeted clean-ups.
  </Feature>
</FeatureGrid>

## Areas at a glance

The sidebar organises the file store into fixed areas. There is no classic folder tree: you navigate via areas, breadcrumbs and double click.

<DefinitionList>
  <DefItem term="Start">The root of your workspace storage: your own folders and files plus the system areas.</DefItem>
  <DefItem term="Recent (Zuletzt)">Your newest files at hand, without digging through folders.</DefItem>
  <DefItem term="Favourites (Favoriten)">Everything you starred, collected in one place.</DefItem>
  <DefItem term="Tools">Every tool automatically creates its folder here and stores its results, for example AI-Homestaging, the WhatsApp bot and the website tool.</DefItem>
  <DefItem term="Properties (Objekte)">One folder per property with its photos and documents. Renaming the property renames the folder.</DefItem>
  <DefItem term="My files (Meine Dateien)">Your private area. Only you can see what is stored there; even admins cannot look inside.</DefItem>
  <DefItem term="Trash (Papierkorb)">Deleted items land here and stay restorable until the retention period ends or the trash is emptied.</DefItem>
</DefinitionList>

Details on every area: [Folders and areas](/tools/dateien/ordner-und-bereiche).

## First steps

<Steps>
  <Step title="Open the file store">
    Open **Files** from the marketplace or directly at `/files`. The page runs full screen; the top-left corner takes you back to the platform.
  </Step>
  <Step title="Upload something">
    Use the **Upload** (Hochladen) button, drag files or whole folders onto the page, or paste a screenshot from the clipboard. Up to 2 GB per file; large files upload resumably in parts.
  </Step>
  <Step title="Organise">
    Create folders, rename, move by dragging or via **Move to...** (Verschieben nach...) and give important folders an accent colour.
  </Step>
  <Step title="Find things again">
    Press <Kbd>Cmd/Ctrl</Kbd> + <Kbd>K</Kbd> and search by name, or in plain words to search content. Favourites and the Recent area keep what matters at hand.
  </Step>
  <Step title="Keep an eye on storage">
    The storage tile at the bottom of the sidebar shows usage. One click opens **Settings > Files** with the breakdown, largest files and the trash policy.
  </Step>
</Steps>

## Who can do what

The platform ships the roles owner, admin, member and viewer (Inhaber:in, Admin, Mitglied, Beobachter). In the table they appear as Owner, Admin, Employee (= member) and External Viewer (= viewer). Permissions say **what** someone may do; folder access lists additionally say **where**. Both must hold: see [Folder access](/tools/dateien/zugriff).

<PermissionTable
  caption="Permissions for the file store"
  roles="tenant_owner,tenant_admin,employee,external_viewer"
>
  <Permission
    action="files.read"
    label="View and download files"
    allow="yes,yes,yes,yes"
  />
  <Permission
    action="files.write"
    label="Upload, create folders, rename, move"
    allow="yes,yes,yes,no"
  />
  <Permission
    action="files.delete"
    label="Move to trash and restore"
    allow="yes,yes,yes,no"
  />
  <Permission
    action="files.delete.hard"
    label="Delete permanently and empty the trash"
    allow="yes,yes,no,no"
  />
  <Permission
    action="files.share"
    label="Create external share links"
    allow="yes,yes,no,no"
  />
  <Permission
    action="files.manage_access"
    label="Restrict folder access"
    allow="yes,yes,no,no"
  />
  <Permission
    action="files.settings"
    label="Manage storage policies"
    allow="yes,yes,no,no"
  />
</PermissionTable>

Viewer accounts (for example a notary or bank) can view and download files as long as the folder in question is visible to them. All modifying actions remain reserved for members, admins and owners.

## All topics in detail

<CardGrid>
  <Card title="The interface in detail" href="/tools/dateien/explorer">
    Sidebar, views, multi-select, context menu, details panel, folder colours, preview and keyboard shortcuts.
  </Card>
  <Card title="Uploads and versions" href="/tools/dateien/upload-und-versionen">
    The three upload paths, limits up to 2 GB, blocked types, name conflicts, file history and ZIP download.
  </Card>
  <Card title="Folders and areas" href="/tools/dateien/ordner-und-bereiche">
    Tool, property and import folders, the private My files area, reserved names and moving by drag and drop.
  </Card>
  <Card title="Search" href="/tools/dateien/suche">
    Spotlight-style search with Cmd/Ctrl+K, filter chips, time ranges, content matches and what search deliberately hides.
  </Card>
  <Card title="Folder access" href="/tools/dateien/zugriff">
    Access lists with the levels view, edit and manage, inheritance, the lock badge and offboarding.
  </Card>
  <Card title="Sharing externally" href="/tools/dateien/freigeben">
    External links without a login: expiry, password, download toggle, view counter and revocation.
  </Card>
  <Card title="Trash and storage" href="/tools/dateien/papierkorb-und-speicher">
    Retention periods, storage quotas per plan, the storage settings and what happens when storage is full.
  </Card>
  <Card title="Troubleshooting" href="/tools/dateien/troubleshooting">
    Frequent questions: upload fails, file gone, share link broken, search finds nothing.
  </Card>
</CardGrid>

## Frequently asked questions

<Faq>
  <FaqItem q="What does the file store cost?">
    Nothing extra: the tool is included in every plan and uses no credits. Only the storage size depends on your plan, from 5 GB on trial to 5 TB on Max+. Details: [Trash and storage](/tools/dateien/papierkorb-und-speicher).
  </FaqItem>
  <FaqItem q="What happens when I upload a file with the same name again?">
    It is **replaced**, and the previous state is automatically kept as a version (up to 15 versions, restorable via the history in the details panel). A "(2)" suffix is only used for files stored by tools and imports, and for folders and renames that hit a name conflict.
  </FaqItem>
  <FaqItem q="Does search also find file contents?">
    Yes. For longer queries in plain words, search additionally shows **content matches** (Inhaltliche Treffer) from your documents, with the matching passage as an excerpt. It runs in the background and costs no credits.
  </FaqItem>
  <FaqItem q="How long do deleted items stay in the trash?">
    30 days by default. Under **Settings > Files** you can set retention to 7, 14, 30 or 90 days; 90 days is available from the Standard plan. The trash keeps occupying storage until it is emptied.
  </FaqItem>
  <FaqItem q="Can admins see my My files area?">
    No. Its content is private, even for admins and owners. Settings only show the total size per person, never the content. Only when someone leaves the workspace can the owner take over or delete the orphaned area.
  </FaqItem>
  <FaqItem q="Can I share files with people outside the workspace?">
    Yes. Owners and admins create a link without a login via **Share...** (Freigeben...), with an expiry between 7 and 90 days, an optional password and a download toggle. Details: [Sharing externally](/tools/dateien/freigeben).
  </FaqItem>
</Faq>