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Organize and share documents

Use this journey to create folders, upload documents into them, open a document and give someone outside your company a link to it.

Before you start​

  • You have a company administrator or technical profile, and My Drive appears in the Document Center menu.
  • To share: the person you share with needs no account. Anyone who has the link can open the document, so send it only to the intended person.

Steps​

Create a folder and upload into it​

  1. In the Document Center menu, select My Drive, then Archived / Loose files. (From the Dashboard, Browse folders opens the same screen.) The Explorer opens: the folder tree on the left, starting at / (root), and the documents of the selected folder on the right.
  2. To create a folder, select where it goes — / (root) or a folder — type its name in Folder name and select Create. Reload the page to see the new folder in the tree.
  3. Select a folder in the tree. Use ▸ to open a folder and see its subfolders.
  4. Drop files on Drop files here or click to choose, or select it and pick files. You can upload several at once. Each file appears in the list as a new document.

Until a folder is selected, the drop area is disabled and reads Select a folder before uploading files.

Open a document​

  1. Select a document in the folder (or in search results). Document details opens: the name, then Status: … · Confidentiality: …, a preview of the current version, and two tabs.
  2. In Details you find:
    • the status and confidentiality badges;
    • the AI panel, when the document was classified: Document type, Confidence (a percentage) and Fraud (Possible fraud or No fraud detected);
    • Versions — each version with its number, file name and size, and ✓ signed when it carries a signature;
    • Tags.
  3. In Timeline, every event of the document is listed: created, versions uploaded, viewed, downloaded, moved, shared, status changes and others.

Share it​

  1. In Document details, select Share. A banner shows Link copied to clipboard and the link. Select Copy again if needed, or Dismiss. The banner closes by itself after a few seconds.
  2. Send the link to the person by your own channel (e-mail, chat). What they see is described in the user manual, Open a shared document.

Expected result​

  • The folder exists and holds the uploaded documents.
  • The shared link opens the document's current version for whoever has it, with download allowed, without password, expiry or access limit.
  • The document's timeline shows Shared when the link is created, and Downloaded each time the link is opened.

How to confirm it worked​

  • The uploaded documents are listed in the folder.
  • In Document details › Timeline, a Shared event appears after you select Share.

If something goes wrong​

What you seeWhat it meansWhat to do
The new folder is not in the treeThe tree is loaded when the page opensReload the page.
We couldn't load documents for this folder. with Try againThe list did not loadSelect Try again.
Preview not supported for this file type.Only PDF, PNG and JPG are previewedDocument details has no download button. If the document belongs to a process, download it from the process Versions view.
A link was shared by mistakeThe product has no way to revoke a link todayReport it to support as an incident, with the document name and the time you selected Share.

Known limitations​

  • There is no action to move, rename, tag, change the status or delete a document from the interface.
  • A link cannot be given a password, an expiry or an access limit from the interface, and links cannot be listed or revoked there.

Observed in DEV: creating a folder, uploading a PDF and opening Document details with its preview, versions, tags and Timeline (2026-10-17); Share › Create share link › Create link, and the link opened without an account (2026-10-18). The dialog's text suggests a password, an expiry date or an access limit, which it does not offer (XTRAK-2592).

Not observed: an upload failure in the Explorer (the source shows no error message for it).

Last reviewed 2026-10-18 · Version 1.0.0 · Owner: product-documentation