File Resources
File resources collect the files that forms, AI conversations, and processes generate in the current space. The page groups them into folders, and files that no longer belong to any business data are moved to Unassigned files.
Open File Bag, then select File Resources.
Before You Use The Page
- Files arrive from form fields, from content generated by AI conversations, and from process output; a file appears as soon as it has a source
- The list groups files by form and by AI conversation app, and a file that loses its business reference moves to Unassigned files
- Check File info before deleting anything: it shows the owning form, source record and field, and the file ID
Find And Download Files
- Search for the folder or file name you need
- Open the folder of the form or AI conversation app that produced the file
- Preview a single file from the row action before downloading it
- Download what you need: select the files and use Batch Download, or download the current folder as one archive
- To package several forms at once, choose Batch download and select either All forms or Multiple forms, then generate the ZIP. Files that fail to download are skipped and reported
Clean Up Unassigned Files
- Open the Unassigned files folder, which collects files that no longer have a business reference
- Use File info to check the owning form, the source record and field, and the file ID before deleting anything
- Select the files and delete them. Files without any reference are removed permanently; files that are still referenced by a source field are removed from that field instead
Verify That New Files Arrive
- Generate a file, for example by exporting data or by attaching one to a form record
- Open the folder of that form and search for the file name
- For exports, check Data Processing > Task Records as well: the task must succeed before its file is delivered here
Troubleshooting
| Symptom | What to check |
|---|---|
| A file that was just generated is missing | Search for the folder or file name; for exports, check whether the task in Task Records finished and delivered the file |
| Some files are missing from an archive | Failed downloads are skipped and reported; download those files individually |
| A file cannot be deleted from a folder | Delete actions live in the Unassigned files folder; files inside a form folder are maintained through their source field |
| Deleting an unassigned file removed it from a record | The file was still referenced by a source field, so deletion removed it from that field |
Layout
| Area | Description |
|---|---|
| Folders | Files are grouped by form and by AI conversation app |
| Unassigned files | Files that have no business reference left |
| Search | Searches folders and file names |
| Navigation | Moves back to the previous or forward to the next folder |
File List
| Column | Description |
|---|---|
| Form | Form the file belongs to |
| File name | Stored file name |
| Source app or process | App, automation, or approval process that produced the file |
| Created at | Time the file was generated |
| Creator | Member that generated the file |
| Status | Processing, uploaded, ready, failed, or deleted |
| Size / Type | File size and whether the file is an image, video, audio, or other file |
| Actions | Opens a preview of the file |
Download
| Action | Description |
|---|---|
| Batch Download | Packages the selected files into a ZIP archive |
| Download folder | Packages every file of the current folder |
| Download files of forms | Packages all forms, or only the selected forms, into one ZIP archive |
Files that fail to download are skipped and reported after the archive is prepared.
Unassigned Files
Unassigned files can be opened, inspected, or deleted. Deleting a file without any business reference removes the stored file permanently. When the file is still referenced by a source field, deletion removes it from that field instead.
File info shows the owning form, source record and field, file name, original name, size, MIME type, creation time, creator, and file ID.