Shared Files

Uploading a file
Folders
Document preview
Referencing a file
Manuals for users

Shared Files is a file storage that TAS uses across processes: manuals for users, sources for the AI chat, document templates, and logos and images for print reports and e-mails. Files are uploaded by an administrator or by a user with the DMS Administrator role. To open the screen, go to Administration → Integration and Data Management → Shared Files.

No.	Element	Purpose
1	Close	Returns you to the Administration menu.
2	Add	Uploads a new file to the current tab (see Uploading a file).
3	AI Sources	Documents that the AI chat uses as its sources.
4	Documents	Files for processes: document templates (docx, xlsx), e-mail attachments and files for calculations.
5	Logos	Logos of organizational units. Images uploaded here can be selected when you set the logo of an org. unit.
6	Manuals	Documents for all users. They appear in the left menu in the Manuals section.
7	Images	Images for print reports and e-mails. They are accessed through calculations.
8	New Folder	Creates a folder in the current tab.
9	Search	Searches the tree for a folder by name.
10	Folder tree	The All Files root and its folders. Click a folder to show only its files on the right (including subfolders).
11	Edit folder	Renames the folder, moves it under a different parent folder, or hides it. The buttons appear when you hover over the folder.
12	Delete folder	After confirmation, deletes the folder together with everything it contains.
13	Knowledge Database	Manuals tab only. A link to the public TAS documentation (in Czech for users with Czech or Slovak, otherwise in English).
14	Filter	A window for building a filter from multiple conditions. Next to it is the AI filtering assistant (only with artificial intelligence enabled).
15	Name	File name.
16	Size (kB)	File size in kilobytes.
17	Changed (when)	Date and time of the last change to the file. By default, the list is sorted by this column, newest first.
18	Visible	Yes = the file is visible to all users, No = the file is hidden. Only administrators and DMS administrators see this column.
19	Detail	Opens a preview of the file in a new browser window. Works for images, PDFs, text files, Word documents and videos.
20	Download	Downloads the file to your computer.
21	Row menu	Copy Path and Delete.

When you hover over a tab, a tooltip shows its purpose and the name of its root folder (Root), for example manuals. You use this name when referencing a file (see Referencing a file).

The list footer shows the number of records and buttons for display and column settings. Double-click a row to open the Document Preview window (see below).

Uploading a file

Open the tab where the file belongs and click the target folder in the tree.
Click Add.
Drag the file into the window, or click and select the file.
Check the folder and click Save.

No.	Field	Purpose
1	Uploaded file	Name of the selected file. You can upload one file at a time.
2	Upload another file	Area for dragging or selecting a file. A new selection replaces the selected file.
3	Folder	Target folder. Pre-filled with the folder selected in the tree. Empty = root of the tab.
4	Hide	The file is uploaded as hidden. Only administrators and DMS administrators can see it.
5	Save	Uploads the file. A message in the top right corner shows the result.
6	Close	Closes the window without uploading.

File with the same name
If you upload a file with the same name to the same folder, the new file replaces the original one. The original version is not discarded: TAS keeps it as a hidden file with the date and time in its name. Only administrators can see it, with the value No in the Visible column.

AI Sources accept text only
Only .md and .txt files can be uploaded to the AI Sources tab. TAS rejects any other file type. The AI chat reads only visible files.

Folders

The New Folder button opens a window for creating a folder.

Field	Purpose
Parent folder	The folder in which the new folder is created. Pre-filled with the folder selected in the tree. Empty = root of the tab.
Name	Required. Folder name. It must not contain a period, a comma or the characters ! ? @ # $ % ^ & : < > ; " ' ` ´ ( ) + = § ~ * \ / [ ] { } \|. When editing a folder, the field is called New name.
Hide	The folder will be hidden. Regular users cannot see a hidden folder or the files in it.

Editing a folder (the pencil in the tree) has the same fields. Change the parent folder to move the folder; clear Hide to make it visible again.

Deleting
Deleting a folder permanently deletes all files and subfolders in it as well. When you delete a file, TAS keeps it as a hidden copy with the date in its name. Deleting the hidden copy removes the file permanently.

Document preview

Double-click a row to open the Document Preview window. On mobile devices, the window also opens with the Detail button.

No.	Element	Purpose
1	Close	Closes the preview.
2	Download	Downloads the file.
3	Print	Prints the file. Active only for files that TAS can display.

The PDF preview shows the file path, the number of pages and buttons for zooming in and out.

Referencing a file

The Copy Path action in the row menu copies the path to the file within the tab to the clipboard, for example Company policies/Travel policy.pdf.

In smart event settings, you reference a shared file using the notation {{kořen:cesta}}, where the root is the name of the tab's root folder shown in the tooltip (ai-content, documents, logos, manuals, images). For example {{documents:Templates/invoice.docx}}. In the text of a smart event, TAS replaces the notation {{ai-content:cesta}} with the content of the given document.

Manuals for users

All users see the files from the Manuals tab in the left menu in the Manuals section. It has the same folder tree and file list, but only with visible files and folders. Users can view files, download them and copy their path. They cannot upload or delete files. Administrators and DMS administrators also have an Add File button on the Manuals page.

No.	Element	Purpose
1	Manuals	The left menu item that opens the page for the user.
2	Folder	Folders created by the administrator in the Manuals tab.
3	Detail, Download, menu	File preview, download and copying the path.

New version of a manual
Upload policies and guides that everyone should have at hand to Manuals and sort them into folders. Upload a new version with the same name: users always see the current file, and the previous version stays stored as hidden.

Related: DMS attributes, Visual identity, Organizational structure.

AI monitoring

Settings

(opens in a new tab)