Upload documents

Upload files and folders into the project's Workspace. The Workspace is the working area only your team sees. Every upload is kept there in its original form, and nothing in it is visible to external users. What they eventually see is the Dataroom, a separate, numbered index that you build and fill from these uploads once they are in; the guides that follow this one cover that.

Before you start

• You are an owner or editor of the project. Viewers see files once others have added them.
• The documents are on your computer, as files or folders.
• Each file can be up to 2 GB. PDF, Word, Excel and PowerPoint files are read fully and become searchable, and so are plain text files (.txt, .md); other formats such as images, CSV and other data files are stored and downloadable but not searchable, and documents over 1,000 pages are only summarised.

Steps

1. Open the project and go to Files. Stay on the Workspace tab.
2. Select Upload and choose Upload Files or Upload Folder, or drag files and folders from your computer onto the page. Dragging is the way to bring several folders in at once, and it keeps their structure; the picker takes either files or one folder. Folders that contain no files are skipped.
3. The upload dialog first asks Where should these files go? All three answers put the files in the Workspace; they differ in whether the files are also placed into the Dataroom right away. When the Dataroom already has a structure, the dialog preselects Place with AI (or Place manually in Dataroom when you upload from the Dataroom tab), so select Workspace only yourself if you want to place files later.
   • Workspace only uploads the files and does nothing else. Choose this while you are still organising, or whenever you want to decide placements later.
   • Place manually in Dataroom asks you, on a second step, for the exact Dataroom folder or placeholder these files belong to, and places them there as soon as they are uploaded. A folder upload needs a Dataroom folder as its destination; a placeholder takes individual files only. Use it when you are uploading a known batch, such as this quarter's board minutes, into a slot that already exists.
   • Place with AI uploads the files and then has the AI read each one and propose a Dataroom slot for every file that clearly fits the existing folders and placeholders. Nothing is placed until you review and accept the proposals; files without an obvious fit simply stay in the Workspace. This is the fastest way to fill a room from a large upload, and Place documents with AI explains the review.
   
   Select an option, then Next.
   Workspace only is the usual choice while you are still organising. The other two options place files into the Dataroom as well.11.Workspace only22.Next
4. On the Review step, resolve any file that already exists with Keep (upload under a unique name), Replace or Skip, then start the upload. The button reads Upload to Workspace, Place in Dataroom or Upload and suggest placements depending on the option you chose.
5. Wait for processing. Each row shows Processing while the app reads the document, then Ready. Files are processed from a queue, several at a time, so a single file is usually ready within a minute and a large batch takes correspondingly longer; the upload panel at the bottom right shows Uploading and then Processing counts, and Job manager in the ⋮ menu keeps your upload sessions of the last 30 days, with the files that failed.

Check the result

Every uploaded file is listed in the Workspace with status Ready, who uploaded it and when.

The Workspace tab, with Upload at the top right. Each row shows the file's status and who uploaded it.11.Upload22.Workspace tab

The Index column shows where a file sits in the Dataroom. It stays empty for a file that has only been uploaded, and fills in once the file is placed. In the demo project every file is already placed, which is why each row carries a reference such as 3.2.1.1.

If something goes wrong