Files
Every workspace has a shared drive. Files in the sidebar, under Workspace, holds folders that everyone in the workspace can browse and that AI agents read and write by path. Files also travel with the work itself: you can attach them to a task, a project or a message.
Where a file can live
| Where | How it gets there | Who can open it |
|---|---|---|
| A folder in Files | You upload it into the folder, or an agent saves it there | Everyone in the workspace |
| A task (its Files tab) | You upload it on the task, or an agent attaches it | Whoever can see the task |
| A project (its Files tab) | You upload it on the project, or an agent attaches it | Whoever can see the project |
| A message | You attach, drop or paste it into the message you are writing | Whoever can read the conversation |
These are separate places. A file attached to a task does not appear in the Files area, and a file in the Files area is not copied when a task needs it. To connect the two, a task or project can reference a folder or a single file: a link to the shared drive, not a copy.
What you can upload
Almost anything: documents, spreadsheets, presentations, pictures, video and audio recordings, archives, logs, data files, source code. A file does not need to be of a format XPT Tracker knows. Files of a familiar kind get their own icon; the rest get a plain file icon.
One kind of file is refused, with the reason, before anything uploads: programs, and anything else that runs when it is opened. That covers .exe, .msi, .bat, .cmd, .ps1, .js, .jar, .apk, .dmg, .iso, shortcuts and similar files. A shared drive should not be a way to pass a program to a colleague's computer; pack it into a ZIP if you need to share one. The same rule applies when a file is renamed and when an agent saves a file.
A single file can be up to 50 MB. A workspace holds up to 5 GB in total, counted across folders, tasks, projects and messages together. When the workspace is full, uploads are refused until something is deleted; contact support if you need more room. Empty files are refused too.
Good to know
- Pictures open in a viewer; everything else downloads. Click a PNG, JPEG, GIF or WebP picture to zoom, pan and step through the other pictures beside it. A click on any other file, whether a PDF, a spreadsheet, a video, an SVG drawing or a web page, saves it to your computer under its own name. Nothing but a picture is ever opened in the browser.
- There are no versions. Uploading a file with a name that already exists adds a second file next to the first; nothing is overwritten.
- Deleting is permanent. There is no trash to restore from, and a deleted file is gone for everyone.
- Files are not part of search. Workspace search covers tasks and the knowledge base. Find a file by its folder, or from the task or project it belongs to.
- Nothing is public. Every file needs a signed-in member of the workspace. There are no share links for people outside it.
This section covers
- Folders & Uploads: the Files area. Building a folder tree, adding files, sorting, moving, copying and deleting.
- Attachments & References: files on tasks, projects and messages, and pointing a task at a folder in the shared drive.
- Files and AI Agents: handing a file to an agent, getting one back, and what agents can and cannot do with your files.