Basic features > Files and folders / Files workspace

Files workspace

An employees’ files, shared folders used by different departments, and all other necessary data are organized and stored in the Files workspace.

This workspace allows you to upload and create files, view and edit them, copy them, move from one folder to another, and manage access permissions. Please note that the size of the storage depends on the chosen service plan. You can view the available disk space in Administration > License Management. Read more in Free storage space.

You can upload files of any format to the system. You will be able to view documents, images, and video files in the .mp4 format, as well as listen to audios. Please note, that the system administrator can restrict downloading of certain file formats.

Add a new file

There are several ways to add a new file to the system.

  1. Upload a file form your PC.
    • Click on the +File button in the upper right corner, in the drop-down list select Upload File.


    • Alternatively, you can click the link in the center of the page or just drag the file from the PC to the folder.


  1. Create a new file.

You can create a new file online if you have a subscription to Office 365 and the system administrator has enabled this option. ELMA365 supports online Word, Excel, and PowerPoint documents. Click on the + File button and select the file format. The file will open in a new browser tab, and you will be able to edit it in the usual way.


  1. Create a copy of a file from a session, chat, channel, or associated activity stream.

You can save files added during correspondence in sessions and chats, as well as in comments in channels or associated activity stream of tasks and app items. To do this, hover over a file, and then click the clip0234  icon. In the opened window, select the folder where you want to save the document, and then click Create.


  1. Create a copy of the document from the Files type field.

You can save documents added to the app and task item pages using the Files type field. To do this, click on the file and open it in preview mode. In the upper-right corner of the page, click the three dots and select Create Copy. In the opened window, specify the folder where the document will be saved and click Create.


  1. Open an attachment from an email.

If you have connected your email address to the built-in client in the Email workspace, the Attachments folder will be added to Files. As you open attachments in your emails, they are saved to this folder. If you delete an email with an attachment from the client, the attachment file will be deleted, too.


  1. Add a file to projects.

For each new project, a folder in Files > Company Files > Projects is created. Documents added to the project page are automatically saved in it.


Access to files

By default, files inherit the permissions of the parent folder. You can set up access to a file for specific employees or groups. For example, documentation on a specific project can only be viewed by the project team.

To determine who will have access to a file, click on the three dots three dots icon to the right of its name and select Manage Access.

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In the window that opens, specify file permissions:

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  • View/Read. Allowed to view the file and download its versions to the PC.
  • Create. Allowed to create files in the current folder.
  • Edit. Allowed to make changes to the file and add versions.
  • Delete. Allowed to move files to the recycle bin.
  • Assign Permissions. Allowed to give and restrict access to the file.
  • Full Access. All actions listed above are allowed.

Read more about access permissions in Access permissions to files and folders.

View a file

To view a file added to the system, you don’t need to download it to your PC. Just click on its name to open the preview page.

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All information about the file and its contents are displayed here (for Word, Excel, PowerPoint, .pdf, .png, .jpg, and some other formats).

Moreover, on the preview page you can:

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Send the file for information or for approval.

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Upload a new version of the file.

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Save the file to your PC.

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View the list of actions that can be performed with the file. Read more in Actions with files.

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Open the side panel with general information about the file.


Enter the full-screen mode.

A .pdf document page can be rotated using the panel at the bottom of the preview area.

On the side panel, you can view information about the user who uploaded the file, its size and location, assign tasks, add checklists, or leave a comment in the associated activity stream. For Word files, the sidebar displays a list of document versions. You can compare .docx files with each other.

Edit a file on the preview page

If your ELMA365 company is integrated with Office 365 or another similar provider, in the preview window of Word or Excel files there is the Edit button.

Click on this button to open the editing window. When you finish making changes, exit the editing mode by clicking X in the upper right corner of the page. A new version of the file will be added to the system. It will become the current version of the file.

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Note that Office 365 is not available for ELMA365 On‑Premises. You can only view or edit files using other providers, for example, with OnlyOffice integration configured.

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Basic actions with files

Some basic actions for managing files are available in the file list. To see them, do one of the following:

  1. Hover over the name of the file. Now you can either download it to your PC or click on the three dots icon to open the action menu.


  1. Select one or several files and choose one of the actions in the toolbar that appears above them: Download, Move, Add Link, Add to Favorite, or Delete.


To quickly select all files, select the check box in the list header to the left of the Name column.

Please note, that when you download multiple files, they are downloaded as an archive.

You can also copy a file by pressing Ctrl+C on the keyboard. To paste the file into a selected folder, press Ctrl+V. If a file with the same name already exists in the folder, (1) will be automatically added to the name.

You can read more about all actions available for working with files in Actions with files.

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