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Files

Files is where your files live in Colab: files you upload yourself, files the AI makes for you, and pictures or files sent in through LINE. Open it from the menu Workspace › Files.

The Which files tabs along the top let you choose:

  • All everything you can see
  • My files files you keep yourself
  • Made by AI files Summy or an agent made for you
  • LINE pictures and files sent in through LINE
  • Shared what other people have shared with you, and What I share out
  • SharePoint and OneDrive your files in Microsoft 365

Upload and organise folders

  1. Press Upload, or drag files onto the page.
  2. Press New folder, enter a Folder name, then press Create.
  3. From each file’s Actions menu, choose Rename, Move (pick the destination under Move to…) or Delete.

A deleted file or folder goes to the trash, where it can be restored, and you can press Undo straight after deleting. People it was shared with can no longer open a deleted file.

Use the Search all files box to find a file, and switch the View between list and Tiles. Click a file to preview it or Download it.

Share a file or folder

  1. From the Actions menu, choose Share.
  2. On the Inside the organisation tab, pick people, groups or the whole organisation, then press Share. They will see the file on their own Files page (they need to sign in). If you share a folder, they see everything inside it too.
  3. The Outside the organisation tab creates a Public link that opens without signing in.
    • Choose What they may do: View only, Download or Edit (editing works only for text files such as txt, md and json).
    • You can set Expires after a number of days and Ask for a password.
    • Press Create the link, then Copy it and send it.
  4. When a link is no longer needed, press Close the link. Anyone holding it can no longer open it.

Your organisation may set a maximum link lifetime, require a password, or not allow links outside the organisation at all. If so, the screen tells you.

The Shared › What I share out tab lists everything you have shared. Links with No expiry are highlighted so you can review them.

Files from LINE and from LINE groups

Pictures and files you send to the LINE bot from an account you have linked are kept in the LINE tab automatically.

In the LINE tab you can choose to see what was Sent by me, or the files of a LINE group you are a member of.

  • You see a group’s files only while you are still in that LINE group, and only if your LINE account is linked.
  • You can only view them. Renaming, moving, sharing and deleting stay with the person who sent the file.
  • Sender not linked means the sender has not linked LINE to Colab yet.

OneDrive and SharePoint

  1. Open the OneDrive or SharePoint tab and press Connect Microsoft 365 (details in Microsoft 365).
  2. Colab works on your behalf with your own Microsoft permissions, so it sees only what you could open yourself.
  3. On the SharePoint tab, use Find a SharePoint site, then pick a document library.
  4. You can upload, create folders, rename or delete files from here. Deleted files go to the Microsoft 365 recycle bin.
  5. Press Copy to Colab to keep a copy in your Colab files, or Open in Microsoft 365.

From a file in Colab you can choose Copy to OneDrive / Copy to SharePoint. Move to OneDrive / Move to SharePoint works only for your own files: Colab uploads the file, checks it arrived whole, then moves the Colab file to the trash.

To stop the connection, press Disconnect. Your files in Microsoft 365 are not touched.

Automatic copies to Microsoft 365

If an administrator has turned it on, files in Colab are copied to Microsoft 365 automatically as a backup.

  • Your files (uploads, files the AI made, files you sent to the bot in a private chat, and attachments on your forms) go to your OneDrive, in a Colab folder.
  • Files sent in LINE groups go to the company SharePoint library the administrator chose.
  • It only copies. Colab keeps the original, and deleting in Colab does not delete it at Microsoft.
  • The icon next to a file shows its status: Copied to …, Waiting to copy to … or Not copied to ….
  • If you have not connected Microsoft 365 yet, your files wait until you do.

If you don’t want this, go to Settings › Integrations and turn off Copy my files to OneDrive. The administrator’s side of this is under Auto-copy.

You can ask Summy too

  • “What’s in my files?” to see your files and folders in Colab
  • Create folders, rename, move, or move files to the trash (Summy asks you to confirm before deleting)
  • Put a file you just sent into the chat into the folder you want
  • Create a share link for a file or folder, and cancel a link (creating a link needs a tap to confirm on the card)
  • View, search and rename files in OneDrive/SharePoint, copy files into Colab, or send files from Colab to Microsoft (deleting and sending need confirmation)