Documents & Folders
Uploading documents
Add files to the folder you have open, or let Secretary read them and sort them into folders for you.
Step 1
Open the folder first
Go to Documents and open the folder the files belong in; the path above the list shows where you are. If you upload from Home and you are not an Owner or Admin, the files go into your own folder under Users.
Q2-Report.pdf
Step 2
Press Upload
Upload is at the right of the toolbar. It opens the Upload window, which offers two ways to upload. Right-clicking empty space in the list and choosing File upload opens the same window.
UploadStep 3
Manual: straight into this folder
Drop files on Manual, or press it to pick them. They go into the folder you have open. There is no limit on how many. Each file can be up to 150 MB, or 50 MB for spreadsheets and images; large files upload in pieces on their own. Programs and scripts, such as .exe or .sh files, are blocked.
Upload
Manual
Upload to current folder
Secretary
Makes a plan and sorts your files
Max 20 files, 200 MB in total. Up to 150 MB per file (spreadsheets and images 50 MB).
Step 4
Watch them upload
With Manual, the window closes as soon as you pick the files. Each file gets a card in the bottom-right corner with its progress, which turns into a tick when it is done. If a file fails, for example because it is too big or blocked, its card says why in full and stays until you press its cross. Finished cards have a cross too, or clear on their own after a few seconds.
Step 5
Secretary: let it sort them
Drop files on Secretary instead, or press it to pick them, up to 20 at a time. Secretary reads each file and works out which folder it belongs in, even when that is not the folder you have open.
Upload
Manual
Upload to current folder
Secretary
Makes a plan and sorts your files
Max 20 files, 200 MB in total. Up to 150 MB per file (spreadsheets and images 50 MB).
Step 6
Check the list, then Analyze
The files you picked are listed below. Press × to take one out. Press Analyze to have Secretary plan where each file goes. Tick Skip review first if you want it to upload them without showing you the plan.
Upload
Manual
Upload to current folder
Secretary
Makes a plan and sorts your files
3 files selected
2.6 MB
Q3-Financial-Report.pdf
PDF · 2.4 MB
Team-Roster.xlsx
Excel · 88 KB
Invoice-0412.pdf
PDF · 140 KB
AnalyzeStep 7
Read the plan
Review AI Plan lists the folder Secretary chose for each file. New marks a folder it will create. Press a row to read why it chose that folder. If your role cannot create folders, files marked New go to the Unsorted folder instead.
Review AI Plan
AI Placement Plan
3 files analyzed
Q3-Financial-Report.pdf
Reports / 2026
AI Reasoning
A quarterly financial report for 2026, so it belongs with the other 2026 reports.
Team-Roster.xlsx
HR
Invoice-0412.pdf
Finance / Invoices
NewStep 8
Change it if you need to
Type what you want changed in Ask AI to adjust placements and press send, for example Put the invoices in Finance. Secretary redoes the plan. Nothing has been uploaded yet.
Review AI Plan
AI Placement Plan
2 files analyzed
Team-Roster.xlsx
HR
Invoice-0412.pdf
Finance / Invoices
NewStep 9
Accept & Upload
When the plan looks right, press Accept & Upload. Secretary creates any new folders and uploads the files, then shows Upload Complete. If your role cannot create folders, the files that needed a new folder are uploaded to Unsorted. Cancel closes the window without uploading anything.
Review AI Plan
AI Placement Plan
3 files analyzed
Q3-Financial-Report.pdf
Reports / 2026
Team-Roster.xlsx
HR
Invoice-0412.pdf
Finance / Invoices
NewStep 10
Or drag files onto the page
Drag files from your computer anywhere on the Documents page and two boxes appear: drop on Manual or Secretary, the same as in the window. Dropping onto a folder in the list or the Folders panel uploads straight into that folder.
Manual
Upload to current folder
Secretary
Makes a plan and sorts your files
Step 11
Processing, then Ready
A new file shows Processing while Secretary reads it for search and chat, then Ready. You can open it straight away. If Secretary's database is nearly full, the file is still saved but shows Not searchable yet until there is room again, which finishes on its own. If it shows Failed, hover the row and press Retry indexing. If you upload straight into a folder that already has a file with the same name, Secretary asks whether to replace it, skip yours or keep both. Files Smart Upload places for you are kept as both.
Q3-Report.pdf
Roster.xlsx
Try it in Secretary, or create an account to get started.
Related guides
Finding your way around Documents
The folder panel, Home and All Documents, views, columns, sorting and the details pane.
Uploading a whole folder
Upload a folder from your computer with all its subfolders, keeping the same structure.
Creating folders
Make folders and subfolders to organise your documents, and decide who can see them as you go.