The Content section in each workspace is where your team can upload, organize, and manage files, notes, links, and embeds to share with clients. And when clients upload content through their portal, and anything they share appears here automatically.
All files, notes, links, and embeds are also saved to the shared content library automatically.
To get started:
Go to Workspaces
Select the workspace you want to work in
Click Content
Adding content
From the Content section, you can add content directly to the root of the workspace or inside a folder. Use the buttons at the top right:
File: upload a file from your device
Folder: create a new folder to organize your content
Import: upload a zip file to the workspace
For other content types, click the three-dot menu and choose:
Note: add a text note
Embed: embed an external tool or URL
Link: add a URL
Library: insert an item from your personal library directly into this workspace
Looking for how clients upload files? See How clients upload content to their portal.
Creating and managing folders
To create a folder, go to the Content tab inside the workspace and click Folder. Once created, click the three dots next to any folder to:
Rename it or add a description
Move it to another location
Add a shortcut to another workspace
Client folder visibility
Each folder has a permissions icon you can click to control visibility. You can set a folder as public (visible to all clients in the workspace) or restrict access to specific contacts.
When Public by default is on, new clients added to the workspace automatically have access to this folder.
Note: You can give clients permission to create folders and move files. To do so, go to Settings > Global Permissions.
Managing files
Click the three dots next to any file to:
Reorder the file within its current location
Move the file to another folder or workspace
Add a shortcut and create a reference to the file in another workspace without moving the original
Generate a direct link to the file, making it easy for your internal team to find it quickly
When editing a file, you can:
Update the title
Add tags to make it easier to filter and find later
Link to contacts so the file appears in the Content tab of that contact's record
Link to projects so the file appears in the Content tab of that project's record
Save the file to your personal library for quick access
Moving files vs. adding a shortcut of files in a workspace
Move to
Relocates the file from its current location to a new folder or workspace. Once moved, it no longer appears in the original location. You can move files:
From the root into a folder or subfolder
From a folder back to the root
From one workspace to another
Add shortcut
Creates a reference to the file in a workspace without moving the original. The file stays where it is, and the shortcut can be removed from the destination without affecting the original.
Important: If you edit a file that has been added as a shortcut, your changes will also apply to the original file.
Adding a shortcut from a chatroom
If a file was shared in a chatroom, you can add a shortcut to it directly into a workspace folder without moving the original.
Go to Messaging and open the relevant chatroom
Find the file you want
Click the shortcut icon next to the file
Select the destination workspace and folder
Click Add
You'll be redirected to the folder so you can confirm the file is in place. The original file stays in the chatroom.
Adding a shortcut from a form
Go to Forms and select the relevant form
Click the Answers tab
Select "Show details"
Click the shortcut icon next to the file
Select the destination workspace and folder
Click Add
Downloading all files from a workspace
To download all files from a workspace folder at once:
Go to Workspaces and select the workspace
Click Content
Select the folder you want to download
Click the Download button
Depending on the file size, you'll receive an email once the download is ready.
Bulk actions
To act on multiple items at once, hover over any file or folder and use the checkboxes to select them. A toolbar appears at the bottom of the screen with the following options:
Remove
Move to move all selected items to another folder or workspace
Add Shortcut to create shortcuts for all selected items in another location
Note: Even if you remove a file, note, link, or embed from a workspace, it will still be available in your Content library. Head to More > Content to find it.