Updated 5 min read
Files: a shelf they work from
One shelf for what you upload and what they make: categories, @ in any field, what they read, and a document panel they edit in place.
By Wednesday afternoon Hoffmann Tischlerei's shelf holds a supplier's invoice from Holzhandel Brenner, three fuel and hardware receipts, the transcript of the wardrobe consultation with Familie Krüger, a comparison of three wardrobe versions and the quote that came out of it. Lena uploaded some of these. Her AI Employees made the rest. All of them are in one place, and any of them can go into the next request with an @.
The Files screen
Open Files from the left of the screen. Every file in the account is here: what you uploaded and every file an AI Employee made for you.
- Upload a file takes PDF, Word, Excel, CSV, plain text and images (JPEG, PNG, GIF, WebP and HEIC), up to 25 MB each.
- Search matches names and categories.
- The chips filter by category, your account's own most-used ones first.
- Transcripts of calls and recorded meetings sit together in one panel above the grid instead of crowding it.
- Each tile shows the kind, size, date and category. A file an AI Employee made says who made it and links back with From this thread.
Categories you can correct
When an upload finishes, werkfolk reads its name and text and gives it a category, reusing the ones your account already has before inventing a new one. Some are set by werkfolk itself: Meeting notes for transcripts, Brand sheet and Offer sheet for the two sheets below.
Wrong category? Open the tile's menu, choose Change category, type your own, and Save. Select lets you tick several files and set a Category or Delete them together.
What your AI Employees reach
Every file on the shelf is open to every AI Employee in the account. They reach a file in two ways:
- The newest files come with every conversation, so a scheduled task can work from one at seven in the morning.
- A file you attach or name with
@travels with the message, and the AI Employee answering reads it.
@ and the paperclip
In the command bar on the home screen, type @ and pick a file from the menu headed Mention a file, or press the paperclip and choose one from your computer. On the web you can also drop a file on the field or paste an image.
The same @ and paperclip are in every reply field under a thread, so a file can go into the middle of a conversation as well as start one. A message carries up to 10 files.
What they read from each kind
| File | What the AI Employee gets |
|---|---|
| PDF with selectable text, Word (.docx), plain text, CSV | The text, up to the first 20,000 characters |
| Excel (.xlsx, .xls) | Every sheet as rows and values, within the same 20,000 characters |
| Photos, screenshots and scanned PDFs | The image or scan itself, which it looks at directly |
| Older Word files (.doc), HEIC photos, and anything over 8 MB without readable text | Nothing it can read |
A file it can't read is still stored and still opens for you. The Files screen marks it "Your AI Employees can see it but not read it", and a message marks it "Not readable by your AI Employees". Save a HEIC photo as JPEG or a .doc as .docx and upload it again.
When an AI Employee is given a long file, it is told it only saw the beginning and not to rewrite the file from that alone.
The document panel
Press a Word document, a spreadsheet, a CSV, a text file or a PDF and it opens in a panel beside your work, on the web.
Word, Excel, CSV and text files can be edited right there. It saves on its own a moment after you stop typing, and Save saves at once. Saving a Word file changes only what you edited: fonts, colours, headers, footers and page layout stay as they were. A spreadsheet rewrites only the cells you changed. A PDF or anything over 8 MB opens to read.
Ask about this puts the file into the command bar with an @, ready for your question. Nothing is sent until you send it.
When an AI Employee edits it in place
Ask the Sales Rep to add VAT to the comparison and it doesn't make a second spreadsheet. It writes over the same file, which keeps its name and its place on the shelf. If the file is open in the panel, it updates there.
One earlier version is kept. The button names what it takes back: Undo the Sales Rep's changes when an AI Employee wrote last, Undo last save for your own. Pressing it swaps the two versions, so you can put the changes back too.
Files they make
Ask for it and an AI Employee makes the file:
- Spreadsheets (.xlsx and .csv), like the wardrobe comparison.
- Documents as PDF, like a one-page summary for Brigitte the bookkeeper, and Word files.
- Decks, as a PowerPoint file and a PDF, with your logo and colour from Settings, Your business.
- Charts, drawn in the reply.
A made file lands on the Files screen, marked with who made it and the thread it came from. A PDF shows its first page in the thread. A deck can't be read back as a PowerPoint file, but its PDF can. The analysis story and the quote story follow these files from the first message.
The Brand sheet and the Offer sheet
Every account has two text files that its AI Employees keep coming back to. The Brand sheet holds your tone, your audience, what you sell and the words you use and avoid. The Offer sheet lists what you offer. They start from your answers when you set up the account, and they open and edit in the document panel like any file.
The Marketer and the Sales Rep read both before they draft a post, a newsletter or a quote.
Attachments from mail
With Outlook connected, the Assistant can save the attachments of an email you point it to into Files. Mail you send to the Assistant's own address brings its attachments along too, up to ten per email at 25 MB each. Either way they land in Files, and a "When a new invoice arrives in Files" rule sees them like an upload.
What they learn from a file, and deleting it
From an upload, a mail attachment or a transcript, werkfolk keeps passages in Memory, so a later question can find a line without you naming the file. Files your AI Employees make are not added.
Delete asks once, and it cannot be undone. It also erases what was learned from the file, and an expense or bill that was read from it.
Try it on your own business.
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