Browse and manage files

WORKSPACE → Repository combines the file list with a sidebar for search, filters and Smart Folders. The list starts with the most recently added files.

Find a file

The sidebar offers:

• Search files — searching starts from two characters. Short queries match file names; longer queries also search the content of processed files.
• Access — Any access, Only me or Shared. With Shared, the Groups field narrows the list to selected groups (Any group by default).
• File type — .pdf, .docx, .xlsx or .csv.
• Sort — opens the sort panel. Add sort offers Name, Time of upload and File size. One rule applies at a time and starts in descending order; selecting the rule switches the direction. Change sort replaces the rule, and Remove sorting restores the default order, newest first.
• Filter — opens the filter panel. Add Filter offers:
  • Name — Is, Is not, Contains, Does not contain, Starts with or Ends with a text;
  • Date modified — Between, Before, After or Is on a date;
  • File size — equal to, greater than or less than a size in KB, MB or GB;
  • Analysis status — Completed, Processing or Failed.

Filters combine with each other and with search. Remove filtering clears them. Selecting Sort or Filter again closes the panel and removes its rules.

A very large Repository is not listed in full; search, filters and sorting bring the remaining files into view. Access depends on group membership, so two users can see different files.

Apply a smart folder

The Smart Folders section at the bottom of the sidebar lists the first ten folders and has its own search field. Selecting a folder limits the list to its files; when the folder has content criteria, the sidebar shows them under Semantic match. Clear smart folder filters returns to the full list, and changing the search or a filter also leaves the folder. When there are more than ten folders, Manage all opens the Smart Folders page. See Smart Folders.

List and tile views

List view and Tile view switch above the list, on the right; the browser remembers the choice.

In list view, the columns are Type, Name, Description (the file summary), Last Modified (the date the file was added), File size, Groups (Private or the groups with access), Owner and Analysis. On a phone, the list shows the type, the name, the Uploaded date and the analysis icon. Tiles show a preview image, the name, the access, the size and the date.

Open a file

Selecting a row or a tile opens the File details panel, which combines a preview with the file's details.

• PDF files open in a full document viewer. When the file is opened from an Advisor citation, the viewer starts at the cited page and the details show the Cited passage with From page and the page number.
• Other formats show an image of the first page and the link Open preview in new tab. This image is created during analysis.
• Preview Unavailable means no preview can be shown; download the file instead.
• On a phone, Full screen enlarges the preview and Show details brings the details back.

The details contain:

• Summary — the generated summary; Show more expands a long one.
• Information — Extension, Last modification, Status (Processing, Analyzed or Failed), Size and Language.
• Tags — shown when the file has tags.
• Access — Only me, Selected groups with the group names, or, for a file shared by someone else, Shared via with the groups. An administrator looking at another person's private file sees Owner only.

Advisor citations and Tracker matches that point to a Repository file open this panel directly.

Change access

Only the owner can change a file's access, and only after processing has finished.

1. Open the file and find Access in the details.
2. Select Change.
3. Choose Only me or Selected groups. For groups, pick one or more in Groups; groups marked Read only cannot be chosen.
4. Select Update.

Before a shared file is switched to Only me, the panel states how many groups will lose access. Cancel leaves the access unchanged.

Messages under Access explain why Change is missing:

• Access can be changed after processing finishes. — analysis is still running.
• Only the owner can change access. — the file belongs to someone else.
• Manage access for this file from tenant administration. — shown to administrators for files they do not own. They share such files with groups from Settings → Groups & permissions; see Users and groups.

Removing a group ends access through that group but does not delete the file. A member of several groups keeps access through any group that remains selected.

Download files

• One file: open it and select Download in the panel header. Notifications follow the download until Download complete appears with the file name.
• Several files: select them in the list and choose Download in the selection bar. Persate delivers them as one ZIP archive.

Select several files

In list view, a checkbox appears when the pointer is over a row; on touch screens it is always visible. The checkbox in the header selects every file in the list. A bar at the bottom of the screen shows how many files are selected and offers:

• Create smart folder — opens the smart folder creator with the selected files attached as examples;
• Download — downloads the selection as a ZIP archive;
• Delete — deletes the selected files;
• the cross icon (Clear selection) — clears the selection.

Switching to tile view clears the selection.

Delete files

Delete is available in the file panel header and in the selection bar. A confirmation dialog first names the file, or gives the number of selected files, and warns that deletion cannot be undone. Delete in the dialog deletes the files; Cancel keeps them. Repository has no recycle bin, so a deleted file cannot be restored from the interface. A notification confirms the result; files that could not be deleted are counted in an error notification and stay in the list.

To stop sharing a file with a group while keeping it, change its access instead of deleting it.

Troubleshooting

• No files found — clear the search, the filters and any applied smart folder.
• Error loading files — refresh the page.
• Preview Unavailable — download the original; for formats other than PDF, wait until analysis has finished.
• Change is missing under Access — the message below the access summary gives the reason.
• A file seems to be missing from a long list — search for it by name or narrow the list with filters.