Folders

Create shared folders for files you want to work on with AI in chat.

Instead of attaching the same files to every chat, create a folder once, add the files you need, and open it from chat with Work in a folder. The model can read the files in the folder, help you compare or update them, and save generated files back when you have edit access.

Use Folders for active work: preparing a report with source material, reviewing a set of spreadsheets, collecting files for a project, or creating deliverables with your team. Use Knowledge bases when you want semantic search across a larger document collection.

Work in a folder from chat

Folders are most useful when the same set of files belongs to an ongoing task. Select a folder in chat, then ask the model to work with the files inside it.

For example, you can ask ajan to:

• Prepare a weekly meeting from the agenda, project updates, feedback, and previous notes
• Summarize a spreadsheet and draft follow-up notes
• Create a presentation from files in the folder
• Update a document and save the result back to the folder

Open a chat

Start a new chat or open an existing one.

Choose a folder

Click Work in a folder and select the folder you want to use.

Work with the files in the folder

For example, ask the model to use the agenda, project updates, customer feedback, and previous notes to prepare the weekly team meeting. The model can summarize the files, list open questions, and draft follow-up tasks.

Any files in the selected folder are available to the chat. If you are an Editor or Owner of a folder, files generated in the chat can also be saved back to the folder.

Open image and supported document attachments directly from chat. See Document Search for document previews and Image Analysis for images.

Create a folder and add files

You can create Folders from the Library. Open the Library from the left sidebar, find the Folders section, and click Create folder. To find an existing folder, use the search field next to Create folder. It filters the list by name as you type.

After you create a folder, add files from your computer, move files from Recent Files, or move eligible attachments directly from chat. Folders are built for files you actively work with in ajan, including documents, spreadsheets, presentations, images, and generated files. The model can visually analyze images in a folder, for example to describe a screenshot or read a diagram.

1. Open your folder
2. Click Upload files or drag files into the folder
3. Wait until the files finish uploading
4. Open Recent Files
5. Open the file menu
6. Click Move
7. Choose the destination folder
8. Find the sent file card in chat. On desktop, hover over the card to show its actions
9. Click Move to folder on the file card
10. Choose a destination folder where you have Editor or Owner access

You can move only files you own that are not already in a Folder or Knowledge base. Files from synced integration folders cannot be moved this way.

Share work with the right people

You can share folders with individuals, groups, or your entire workspace. Use Viewer access when someone should use files as context, and Editor access when they should also add, remove, or save files to your folder.

You need the Share folders and knowledge bases with workspace role permission to share a folder with your entire workspace.

Owners must transfer ownership before they can leave a folder.

Workspace admins can only access Folders that are shared with them, with a group they belong to, or with the entire workspace. When a Folder is linked to a Project, the Project controls who can access the Folder. Such Folders cannot be shared separately.

Choosing the right setup

Folders work best when you are actively working with a set of files. Use the options below when you want to collaborate on those files, give an Agent files to read or edit, or search across a larger document collection.

Use a Project to collaborate on files

Use a Project when several people should work with the same folder together. Everyone in the Project can use the project files as shared context in chat, and people with edit access can add files or save generated files back to the project folder.

You link a folder from the project itself with Work in a folder, either selecting an existing folder or creating a new one.

Use a Library Folder when the files should stay independent from a Project and be reused across different chats.

Attach a Folder to an Agent

Attach a Library Folder when an Agent should keep using the same files. In the Agent editor, select Add folders in the Folders row, then choose the folder. Attached folders stay read-only until you mark one as a working folder.

To let the Agent edit and save files there, open the folder menu and select Work in this folder. The folder shows a Working folder badge. Publish the draft so new chats use it.

Working folders are available on workspace Agents, not Project Agents. Start the chat with the Agent. If you only add the Agent with @-mention, the working folder stays read-only.

You need edit access to the Agent and the folder to set this up. People chatting with the Agent need Editor or Owner access on the folder to save changes. When the Agent updates an existing file, it overwrites that file and stores a new version.

Use a Knowledge base for search

Use a Knowledge base when you need to find specific information across many documents. The model searches the Knowledge base for the most relevant sections and uses them as reference.

Use a Folder when you want to work with files directly. Use a Knowledge base when you want to search a larger collection for the right answer.

FAQ

Check that you have Editor or Owner access. Viewers can use folder files as context, but cannot save generated files there.

Files open as read-only documents when you have Viewer access. Ask the folder Owner or an Editor for edit access.

Folders can contain up to 100 files and 250 MB total. Remove files or choose another folder before adding more.

Check that you have at least Viewer access to the folder. If the folder still does not appear, check the folder name and confirm that it still exists in the Library.

Check whether the file type is supported and whether the folder has reached the 100 files or 250 MB limit. Your workspace role also needs the Upload documents permission. If your uploads from the last 24 hours already exceed the default 2 GB cap, the next upload is blocked. Your deployment can use a higher configured cap. See Supported file types for the full list.

Use a Knowledge base instead. Knowledge bases are built for semantic search across larger document collections.

Use folders to organize files you want to work with in ajan, especially when several files belong to the same project or team workflow. Use Knowledge bases when the files should become a reusable searchable source for AI answers.

No. Folders help organize files in the Library. Knowledge bases are designed for retrieval, so ajan can search relevant content and use it in chats, agents, workflows, or API usage.