Files

Upload files, see every file in your organization, make a file private, and understand the checks UnitX runs before a file can be downloaded.

Files is one place for every file in your organization: the ones you upload on the Files screen, and the ones attached to pages, chat messages, comments and records. A file has one identity wherever it is attached, and one rule for who can see it. Uploads are checked before anyone can download them.

Key concepts#

Everyone here: The default. Anyone in your organization whose role allows files.view can see the file in lists and, with files.download, download it.
Only me: A private file. Only the person who uploaded it, and people it has been explicitly shared with, can see it. Administrators can’t see it either.
Checking…: A new upload is being scanned for malware and its type verified. It can’t be downloaded until the check finishes.
Blocked: The file failed the malware scan, or its contents didn’t match the type it was uploaded as. A blocked file can’t be downloaded.

Who can use Files#

Permissions

files.viewfiles.uploadfiles.downloadfiles.share

files.view shows Files in the sidebar and lists the files you can see. files.upload adds the Upload button. files.download adds the download button. files.share lets you change whether a file you uploaded is private. Only the person who uploaded a file can change its visibility, whatever their role.

Upload a file#

Choose the file
Go to Files and click Upload, then pick a file. The button reads Uploading… while it sends.
Wait for the check
The file appears at the top of the list with a Checking… badge while it is scanned and its type verified. Large files appear in the list before they can be opened.
Download it when it’s ready
Once the badge clears, the download button appears. Downloading opens the file in a new tab.

Uploads go directly from your browser to storage, so large files aren’t slowed down by passing through UnitX. Every upload counts towards your organization’s storage quota. An upload that would exceed it is refused.

Files attached elsewhere appear in the same list: the Files section of a document, image and file blocks, chat attachments, and attachments on comments and records.

Decide who can see a file#

Every row shows a badge: Everyone here or Only me. If you uploaded the file and have files.share, a button next to it changes this:

Make private narrows the file to you and anyone it has been shared with.
Share with everyone makes it visible to the organization again.

The change takes effect immediately. Someone who had the file open is refused on their next request, and a download link that was already issued expires within five minutes.

Private means private, even from administrators

No role can read past a private file. It doesn’t appear in search results, attachment lists or any list for people who can’t see it, and they get “not found” rather than “not allowed”. The way to give someone a private file is to share it with them.

UnitX can share a private file with named people, and create a public download link with an optional password, expiry date and maximum number of uses. These are available through the UnitX API, but not yet on the Files screen. Only the uploader can widen a private file: someone it was shared with can read it but can’t make it visible to others.

What UnitX checks on upload#

Badge	Why	What to do
Checking…	The file is being scanned and its type confirmed.	Wait a moment and reload the list.
Blocked — failed a malware scan	The scan found something harmful.	Don’t try to work around it. Check the file’s source.
Blocked — declared type, actually type	The file’s contents don’t match the type it was uploaded as, for example a program named `report.pdf`.	Renaming won’t help. Save the file in the right format and upload it again.

For photos, UnitX records the image’s size and format and discards the rest of the camera data, including where the picture was taken. Your original file isn’t altered, so anyone you deliberately send the original to still gets the original.

Browse the list#

Files are listed newest first, with their name, upload date and file type. Use Next and Back at the bottom to page through them.

Deleted files#

Deleting a file moves it to the trash, and the trash empties itself after your organization’s retention window: thirty days unless an administrator changed it. After that, the file and all its versions and previews are permanently deleted. A file under a legal hold is never removed this way. Deleting and restoring files isn’t available on the Files screen yet. See Governance for retention and legal holds.

FAQ#

Why do older files say “Everyone here” when I never chose that?

Before visibility existed, every upload was visible to the organization. Nothing became more visible than it already was.

A colleague says a file doesn’t exist, but I can see it.

It is private to you. Share it with them, or click Share with everyone.

Why is there no Make private button on a file?

Only the person who uploaded a file can change who sees it, and they need files.share.

I copied a private file. Is the copy private too?

Yes. A copy of a private file is also private, so copying can’t publish its contents.

Documents: attach files to pages
Chat: attach files to messages
Employee documents
Roles and permissions

Still stuck? Search the docs with ⌘K, open Help inside UnitX, or contact support.