Files

Files holds every document of your organization in folders: contracts, invoices, CMRs, spreadsheets, photos and recordings. A file you upload is read once (its text, its tables, the speech in a recording) so that you can search it, ask about it in chat, use it as a row of a table and attach it to an AI column as a standard to judge against. Files that the AI makes for you land here too.

Who can open which file, and sharing files with people outside the organization, are on Sharing files.

Before you start

• Files is in the sidebar of every plan.
• Every member except a Viewer can upload, make folders and organize. A viewer can open, preview, download and search the files they can see.
• Reading a file with AI (so that it can be searched and asked about) spends your organization's AI credits and needs a paid plan with credits. Without one, "Files upload and download as usual. Reading what is inside them, so they become searchable, needs a paid plan."
• Each plan includes storage for the whole organization. When it is full, uploads stop with "Not enough storage for these files" (see Billing and credits).

The Files page

The toolbar

The tabs

On the right of the tabs: Details (ⓘ, for the selected item), Shared links (the links made for people outside the organization, see Sharing files) and Keyboard shortcuts.

Filter by type

Under the tabs, chips filter the list: All, then only the kinds present in the folder, each with its count: PDF, Documents, Spreadsheets, Presentations, Images, Recordings and Other. While files are being read or have failed, Processing and Failed chips appear too.

The list

The list view has the columns Name, Status, Added and Owner. A star marks starred items, a lock or people icon marks files that are Only me or Specific people, and a badge marks confidential files from conversations. Large folders load in pages.

The item menu

Right-click a file (or use its ⋯):

A folder's menu has Open folder, Share outside the organization, the star, Add to shortcuts, Rename, Move, Details and Delete. Right-click an empty area for New Folder, Upload files and Upload folder.

Select several items

Tick items (or Shift + arrow keys) and use the bar: Download (several files download as one zip: "Download 4 files"), Ask Quanty (with exactly one file), Details, the star, Move and Delete. Move and Delete appear only when you may change every selected item.

Keyboard shortcuts

Upload files

1. Click Upload (or Shift+U), or drag files from your computer onto the page. The drop overlay says where they will land: "Files will land in “Kwity”" or "Files will land at the top level".
2. In Upload File, add files with Choose File or a whole folder with Choose Folder (its subfolders come along, up to 8 levels deep).
3. Leave Analyze with AI on to have the files read, or switch it off "to just store the files: no AI cost, you can analyze them later." Your choice is remembered.
4. Check AI analysis (estimate): the most the reading should cost. Files that will not be read say why: "Too large for AI analysis, will be stored only", "Archive, stored as it is (never opened or analyzed)" or "AI does not read this type, it will be stored only".
5. Start the upload. For recordings, files of 50 MB or more, or a larger estimate, Quanty asks first: Upload and analyze these files? "The cost counts toward your organization's AI budget." Yes, upload confirms.

A tray shows the progress ("Uploading 3 of 12", "About 2 min left") with Cancel all, Retry failed and a cancel or retry per file. Large files go straight to storage in parts, and a part that fails is retried on its own.

Other ways in: drop files on a workspace folder page ("Drop files anywhere on this page to upload them here"), add files to a table's file cell, attach them in chat, or receive them through a form, an e-mail automation or WhatsApp. These are filed into folders by themselves (see Folders Quanty fills for you).

Limits

File types

The dialog sums it up: "Documents, images, recordings (transcribed) and archives such as ZIP, RAR or 7Z (stored as they are)."

Two files may have the same name, even in one folder.

Processing

After upload, Quanty reads each file that has Analyze with AI on: it takes out the text and tables, transcribes the speech of recordings, and indexes everything for search.

How each kind is read:

• Spreadsheets and text files are read on Quanty's own servers, at no AI cost.
• PDF files with a text layer are read the same way. Scanned PDFs (almost no text per page) go to the organization's document analysis model, up to 30 MB.
• Images are read once by the document analysis model.
• Recordings are transcribed; the language (Polish, English or German) is detected by itself. Transcription is billed per minute of audio.

An admin picks the Document analysis model in Settings, Organizations: "Used for scanned PDFs and images. Text files and spreadsheets are parsed locally at no cost."

A file that stays in processing for long is retried by itself; after 24 hours it is marked Failed so that you can decide. In a table cell the same states read Queued for processing, Processing… (with the stage: reading the document, preparing for search, indexing), Ready or Couldn't be read, and Taking longer than usual offers Retry processing.

Preview a file

Click a file or press Space. The previewer opens over the page.

• The top bar: the name, "Modified" date, "3 of 12" with Previous file and Next file, Ask Quanty, the star, Share, Details, Download, and More actions (Open in a new tab, Print, Rename, Delete).
• Zoom in, Zoom out, Fit to screen, Actual size, and Rotate for images.

Details lists File information: type, size, created, owner and sharing. A file that was read for AI also shows AI search: Searchable and the day it was Indexed.

Ask Quanty about a file

Ask Quanty (in the menu, the previewer or the selection bar) opens the chat with the file attached and the question "What's in this file? Summarize the key points." ready to send. Change it to your own question and send it. You can also drag files into the chat: "Drop to ask Quanty about these files". The answer costs what a chat answer costs (see AI assistant). Only files that were read can be searched and quoted.

Folders

• New Folder makes a folder; folders nest without limit.
• Move opens Move Items to pick the target folder, or drag items onto a folder: "Moved to “Kwity”", with Undo.
• Rename with F2.
• A folder you cannot open shows "This folder isn't available" with Go to My files.

Folders Quanty fills for you

Some files are filed by themselves. Quanty creates these folders when they are first needed, named in your organization's language; you may rename or move them and they keep receiving files.

Filed copies are stored, not read a second time, and do not count twice towards storage.

Trash

Delete moves items to Trash: "They move to Trash, where you can restore them."

• "Items in the trash are deleted forever after 30 days." Each item shows "Deleted forever in 12 days".
• Restore brings an item back where it was.
• Delete forever removes it for good; Empty trash removes everything you may delete ("2 items you can't delete were kept."). Both ask first and say "Table rows made from these files are deleted with them."
• Deleting a folder never trashes files inside it that you may not manage (for example a colleague's private file); those move to the top level instead.
• Deleting forever is stricter than moving to Trash: only the uploader, an organization admin or someone given Can manage can delete a file forever (files from conversations: not admins).

Files in tables

A table's file column holds files, one or more per cell (see Column types).

• Add row, Add files in the grid, or dropping files on the grid, makes one row per drop; several files in one row make a File set.
• In a file cell, Upload a file or choose one from Files adds files from your computer or from Files; Add more files and Remove file from cell change them. Removing the last file asks first: "AI values computed from this file stay visible but are marked stale until recomputed."
• AI columns that read a file wait until it is read: Waiting for files.

Deleting rows never deletes their files: "Source files stay in Files."

Knowledge base

The Knowledge base of an AI column attaches documents from Files that the column judges against, such as your price list, a regulation or a checklist: "The model rates against these documents, not its own defaults. Updating an attached doc marks this column stale." Use + attach in the column settings and search for the document (see Columns and AI).

Files made by AI

Files the chat makes (Word, Excel, PowerPoint, CSV, Markdown, text, a presentation export) are saved in Files: in the project's Generated folder when the chat belongs to a project, else in Generated by AI. An AI column with the output File (Word, Excel, PowerPoint, text) saves "A finished document per row, saved in Files"; its cells offer Download, Open in Files and Regenerate (the previous file goes to Trash).

Good to know

• Search finds names. The search box on the Files page looks at file and folder names. To find what is inside files, ask in chat, which searches the text of every file that was read.
• Stored, not read. Archives, unread types and files uploaded with Analyze with AI off cannot be searched or quoted until they are read.
• Folders download file by file. Select the files and download them together as a zip.
• The AI budget. When the monthly AI budget is used up, uploads with reading stop ("Monthly AI budget reached"); you can still upload with Analyze with AI off.
• Phones. The Files page works on a phone.

Related pages

• Sharing files: who sees a file, and links for people outside.
• The grid: adding files as rows.
• Columns and AI: file columns, the Knowledge base and transcription.
• AI assistant: asking about your documents.
• Billing and credits: storage and what reading files costs.