Files
Company Files are shared with the Workspace. Personal Files stay with the person who added them. CompanyOS reads both so your AI can cite them.
Last verified: 2026-09-29
Files are where a Workspace’s knowledge starts: handbooks, process notes, decisions, reference material. Upload them in the web app; your AI reads them through CompanyOS but never changes them.
Company Files and Personal Files
| Kind | Who can see it | Typical use |
|---|---|---|
| Company File | Every Member, and every Member’s AI Client | Handbooks, process docs, shared notes the team relies on |
| Personal File | Only the Member who added it, and that Member’s AI Client | Private notes, drafts, context only you should use |
Owners can’t see another Member’s Personal Files either. Folders group files for navigation; they are not a permission boundary.
What you can upload
Up to 25 MB per file:
- Documents: PDF, Word (
.doc,.docx), PowerPoint (.ppt,.pptx), Excel (.xls,.xlsx), RTF - Text and data: plain text, Markdown, HTML, CSV, TSV, JSON, YAML, log files
- Images: PNG, JPEG, GIF, WebP. CompanyOS reads text in images and describes what they show.
Connected Apps such as SharePoint Online can bring in files too. See Apps.
What happens after upload
CompanyOS follows the same pipeline for every file before it is ready for AI. The uploaded file stays stored as-is. CompanyOS parses it according to format, runs OCR only for pages that need it, and normalizes the result to canonical Markdown that keeps its source and version context.
From that normalized text, three tracks run at the same time: a document summary that stays searchable and gets embedded, heading-aware passages indexed for word and meaning search, and entities and relationships linked back to their passages.
The version becomes ready only when every track completes and the results meet at activation. The illustration below walks through one fictional file.
Open a file’s X-ray view to see each stage. A file is ready when every stage completes. If a stage fails, X-ray shows it and offers a retry where one is possible.
The Workspace map
The connections CompanyOS finds between files form a map of your Workspace. You can see it on Home, and search uses it to show how its sources relate.
Connections backed by evidence in your files are published automatically; you don’t approve them. Each one keeps a link to the passage it came from. Manual edits to the map are preserved.
- Refresh graph (in graph settings) rebuilds the map for all ready Company Files.
- Redo graph (in a file’s X-ray) rebuilds it for one file.
Neither re-parses the document. A queued refresh is not a finished one; check the file’s stages.
What AI Clients can do with files
Search them, read them in full, and list them. They can’t upload, edit, move, or delete files. See AI Clients and Search.
OCR runs only for scanned pages.
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