Files
Upload, organise and share team files, import from Google Drive, and edit documents in place — including the size and file-type limits that refuse an upload.
Your team drive lives at Files in the left navigation. It holds folders, per-person private files, shares with named people and an importer for Google Drive, and it opens documents in a real editor rather than making you download them.
Before you start
The files permission gates the page; creating, editing and deleting need the matching grants. Owners and admins see everything. The Google Drive importer additionally needs files create and a configured platform Google app.
The three planes
The left rail splits the workspace, and carries the storage meter:
| Plane | What it holds |
|---|---|
| My files | Your own uploads |
| Shared with me | Files other members shared with you |
| Members' private files | Everyone's private files. Owner and admin only |
Upload and organise
Create a folder
New folder. Tick Restricted if it should be membership-only rather than visible to the whole team.
Upload
Click Upload, or drag files straight onto the page.
Work in bulk
Select rows and use the bulk bar: Download, Move, Share, Delete.
Use a row's menu for everything else
Open, Download, Preview, Share with team / Make private, Rename, Move to…, Share, Delete.
| Setting | What it changes | Default |
|---|---|---|
| New folder → Restricted | Makes the folder membership-scoped instead of visible team-wide. | Off |
| Search | Filters files and folders inside the current plane. | — |
| View mode | A card grid, or a list table. | — |
| View settings | Which columns are shown — Uploader, Type, Size, Modified, Shared — and how rows sort. | — |
| Share with team / Make private | Flips one file between team visibility and creator-only. | — |
Folders are flat on purpose
There is no nesting. A folder holds files, not other folders. Use naming and restricted folders rather than a deep tree.
What will not upload
100 MB per file, and an allow-list of types
Accepted: images, MP4, MOV and WebM video, PDF, Word, Excel, PowerPoint, TXT, CSV and ZIP. Anything else — including a file with no recognised type — is refused before it uploads.
Your total storage is capped by your plan. The rail meter shows used against allowance, and it can show no allowance at all if your plan record does not carry one.
Import from Google Drive
Click the Google Drive button in the header
If your Drive is not connected yet you are sent to Settingsintegrations to connect it.
Open the import sheet
Click the button again once connected.
Find your files
Browse folders, or search.
Tick what you want and import
Results are reported per file.
| Setting | What it changes | Default |
|---|---|---|
| Readable by Zyan AI | Whether imported documents are indexed so the assistant can read them. | On |
Google Docs-format files are exported to a supported format on the way in. Anything the exporter refuses is reported rather than silently skipped. The button hides itself entirely when the platform Google app is not configured.
Open and edit a document
Clicking a file name opens it full width, on the right surface for its type:
| Type | What you get |
|---|---|
| Text documents | A live editor that saves in place and shows All changes saved |
| Spreadsheets | A read-only grid, one tab per sheet |
| Media | A viewer |
| Anything unreadable | An honest download state |
Export creates a new version, it never overwrites
Export writes a new .docx version of the document. The original stored file is untouched, so exporting is always safe.
Two behaviours worth knowing: leaving with unsaved edits asks first — in-app links, browser Back and closing the tab are all guarded — and a Word file that has never been edited reads its original formatting once, announcing any tables and images that were dropped in the process. Documents are indexed for the assistant automatically on first open; there is no manual send step.
Troubleshooting
| Symptom | Cause | Fix |
|---|---|---|
| A file will not upload | It is over 100 MB, or its type is not on the allow-list | Compress or convert it, and check the storage meter for a full allowance |
| Bulk download only saved some files | Bulk download opens one browser tab per file, and pop-up blockers refuse some | Allow pop-ups for the admin domain, select fewer files, or download individually |
| The storage meter shows no allowance | Your plan record does not carry one | Nothing to fix from this page |
| The Google Drive button is missing | The platform Google app is not configured | Nothing to fix from this page |
| An imported Google Doc did not arrive | The exporter refused that file | Check the per-file import results and convert it manually |
| A document opens as a download instead of an editor | Its type is not one Zyan can render | Download it, or convert it to a supported format |
| You cannot edit a document you can see | Editing needs the files edit grant | Ask an owner for the permission |