Artifacts (Files)

    Complete Guide

    The workspace file library: folders per company, contact, and project, with access set on every file.

    By Sebastian StreiffertPublished Jan 10, 2026Updated May 4, 20265 min read

    What you can do here

    Artifacts is where your team's files live. Shared documents sit alongside the files attached to individual companies, contacts, and projects, and each one has its own sharing setting.

    The point is that a file sits next to the customer it belongs to. A colleague covering your accounts can find last year's proposal without messaging you for it.

    • Keep the current price list somewhere the whole team will actually look.
    • Attach a signed order form to the company it belongs to.
    • Find every file for one customer before a renewal conversation.
    • Share a case study with the workspace while keeping a draft to yourself.
    Artifacts
    Artifacts
    Workspace
    Companies18
    Contacts7
    Projects4
    Page assets
    Design systems
    Search files
    Upload
    NameSharingSize
    Northwind LtdRestricted4 files
    Proposal v3.pdfPrivate820 KB
    Onboarding deckWorkspace2.1 MB
    • 1
      Libraries: The same files, grouped by what they belong to
    • 2
      Sharing: Set per file and per folder
    • 3
      Upload: Or just drag files onto the page

    Find your way around

    The left rail slices the same storage different ways. A file you upload onto a company appears both on that company's record and under the Companies library here.

    LibraryWhat is in it
    WorkspaceThings that belong to everyone: templates, brand assets, price lists.
    CompaniesOne folder per company. Also shown on the company record itself.
    ContactsOne folder per contact.
    ProjectsFiles attached to project work.
    Page assetsImages used by your published pages, grouped by page.
    Design systemsThe brand kits your pages are built from.
    Company and contact libraries only list records that actually have files, so you are not scrolling past hundreds of empty folders.

    Add files

    1

    Drop them in

    Drag files anywhere onto the page, or use Upload. Switch between list and grid with the two view buttons if one reads better for you.
    2

    Put them somewhere findable

    Use New folder for structure in the Workspace library, or drag a file onto a company or contact folder so it travels with that record.
    3

    Set who can open it

    Do this at upload time rather than later. See below.
    Moving a file onto a company or contact changes that record, so it needs edit rights on files. If a drag will not stick, that is usually why, and the app tells you rather than quietly dropping it.

    Control who can open a file

    Every file and folder carries its own setting, the same three choices you use on lists and dashboards.

    SettingWho can open it
    PrivateOnly you.
    RestrictedYou, workspace admins, and the people, teams, or roles you add.
    WorkspaceEveryone in the workspace can open it.

    Setting it on a folder

    When you change a folder, you are asked whether to apply it to everything inside or to leave the individual files as they are. Pick the second if you deliberately shared some of them more widely.

    Choosing your default

    Set what new uploads start as in Settings → Personal → Preferences → Default visibility. Files are one of the things you can set a default for, alongside lists, dashboards, and saved filters.

    Contracts and agreements are kept in their own area, not in this library, and only people with contracts access can open them. See Contracts.

    Where these files show up elsewhere

    • Company and contact records: the Files section on the record shows that record's folder.
    • Projects: anything attached to a project or one of its items.
    • Pages: images you place in a page become page assets.
    • Spaces: publishing a file to a customer Space shares it with them. Nothing here is visible to a customer until you do that.

    When something looks wrong

    What you seeWhat to do
    An upload is refusedThe file is over your plan's size limit, or the workspace is out of storage. Your admin can see both on the billing page.
    A colleague cannot open a fileIt is private or restricted. Open its sharing control and add them.
    A company folder is missingFolders only appear once a record has at least one file. Upload one and it appears.
    A file will not move onto a recordYou need edit rights on files. Ask an admin.

    Quick reference

    Open it: Sidebar → Artifacts
    Libraries: Workspace · Companies · Contacts · Projects · Page assets · Design systems
    Add files: Drag onto the page, or Upload
    Sharing: Private · Restricted · Workspace
    Upload default: Settings → Personal → Preferences

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