An archive you find things in, not just put things in

How it works

1. 01

   Create the structure once

   Folders on as many levels as you like, with icon and colour. A structure that works — “Client / Contracts / Invoices / Correspondence” — is saved as a template and applied to the next client in one click.

2. 02

   Group into a workspace

   A workspace keeps a client’s or job’s folders, members and rules together. Whoever enters sees the picture: how many files, how many folders, who is in charge.

3. 03

   Find it again with search or the gallery

   Search filters by name, type, label, author and date, even inside the trash. Images are browsed in the gallery, with folder covers and the tags the AI added by itself.

What you can do

• Who has access, always visible

  Avatars next to every folder and a “Who has access” banner at the bottom: people, groups and roles, with markers for what is inherited.

• Structure templates

  Save a folder as a template and apply it elsewhere: folders only, no files, no typos by the third client.

• Labels, notes and board

  Coloured labels on files and folders, a note pinned where needed, and the board for what everyone must see this week.

• Gallery with covers

  Folders with images become albums with an auto-generated cover; from there you pick and send a PDF to the client.

• Folder index in Excel

  An XLSX with path, type, size, author, dates, SHA-256 hash, versions and shares of every file: the inventory the auditor asks for.

• Dashboard and trash

  Widgets for favourites, recents, personal space, shares and deadlines. The trash keeps files 30 days and puts them back where they were.

In depth

Giving it a shape

• Folder structure templates

  “01 Contract, 02 Documents, 03 Correspondence, 04 Invoices” — and under Invoices “2025, 2026”. By the third client someone types “Invocies”. A structure template saves the tree and reapplies it identically: folders and subfolders, no files, no typos.

• Clone structure

  The “2025” folder has twelve months, each with “Income”, “Expenses”, “Bank”. For 2026 you do not rebuild it: right-click → Clone structure → destination. All the folders are there, empty, in ten seconds.

• Automatic reorganisation

  The archive inherited from a server or an old management system: folders by scan date, names like “doc_0231”. Automatic reorganisation reads the files, understands what they are and proposes two or three ways to order them — by client and year, by type, by case. You see the proposals side by side, pick one, and for thirty days you can change your mind.

Describing and finding

• Labels

  Folders say where a file is; labels say what it is, for whom, in what state — and a file can have more than one. Company labels are seen by everyone; your personal ones only by you; and keyword rules label what arrives on their own: “invoice” in the text, “Invoice” label on the file.

• Search fields

  A label says “invoice”. A field says “amount: €7,400”, “client: Marino”, “document date: 12/03/2026” — and search understands it: greater than, between, before. Fields are defined once for the whole company and filled in on files, in a panel or in bulk on a selection.

• Gallery

  IMG_4021.jpg says nothing. The Gallery shows the archive’s images and videos as images: a cover per folder, the tree of site visits, trade fairs, products. You search “the site photo with the crane” and find it, even if nobody ever renamed it.

• Folder index XLSX

  You deliver a case’s documentation and want a record of what was inside: name, path, size, who uploaded it, when, how many versions, whom it was shared with — and the SHA-256 fingerprint of every file, proving that was the file. One XLSX, generated from the context menu.

Spaces and collections

• Personal space

  Drafts that are not ready, notes, personal documents needed for work: the personal space is the part of Files that is yours and yours only. It has a dedicated quota, appears to nobody else — administrators included — and what you want seen you share yourself, with whom you decide.

• Board

  The archive has thousands of files; you, this week, use seven, plus two folders, the link to the management system and a reminder. The Board keeps them together: containers you name as you like, pins you drag, notes you write there. It is yours, and a container can be shared with whoever works with you.

• Email attachment archive

  Every attachment entering your kMail mailbox is saved on its own to your personal Files space, inside a tree that builds itself: mailbox, sender, conversation. The supplier’s quote you find by supplier, not by scrolling through March’s mail.