Files extension
“Client Marino’s invoices above five thousand euros”
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.
A type per field, a value per file
Fields are defined in the Control centre — Settings → Features → Search fields — with a name, a stable key and a type: text, number, date, choice from a list, currency, yes/no. You say whether it applies to files, folders or both, and whether it is “to fill in”: flagged with an asterisk, without anyone being blocked if they leave it empty. Then on every file the fields panel shows the available ones and the filled values, with chips in the list. Currency applies to the whole field — on files you type only the amount — so comparisons stay true. Search filters by value, and by several fields together.
How it works
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Define the fields
Control centre → Search fields: “Amount” currency EUR, “Client” text, “Document type” choice among invoice, contract, delivery note, “Document date” date. The key never changes afterwards, so saved filters stay valid.
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Fill them in on files
In the file panel, or in bulk on a selection. Those who can edit fill in; those who can only view read. Chips in the list show values without opening anything.
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Search by value
In search: amount between 1,000 and 5,000, type = invoice, date in 2026, client contains “Marino”. Filters add up.
An archive with fields filled in answers questions. One with file names does not.
What you can do
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Six types
Text, number, date, choice, currency, yes/no. The type decides how it is filled in and how it is compared: a date is searched by range, a choice by equality.
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For files, folders or both
“Client” on the case folder, “Amount” on single files: every field declares where it applies.
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Different from labels
Labels are free words to attach; fields have a type and a value per file. You need both: the “urgent” label, the “amount” field.
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In bulk on a selection
Select March’s thirty invoices and fill in “Client” once. Differing values — the amount — stay per file.
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Deliberate deletion
Deleting a field removes its values from all files, and Files says so beforehand. Better to deactivate it, if in doubt.
Frequently asked questions
Who can define fields?
The administrator, from the Control centre, for the whole company. Filling them in belongs to whoever can edit the file.
Can the AI fill them in?
Today fields are filled in by hand, singly or in bulk. Extracting amounts and dates from documents already exists in the document chat and table analysis; bringing it into fields is the next step.
A field in two currencies?
Two fields: “Amount EUR” and “Amount USD”. The currency belongs to the field, not the file, so “greater than 5,000” stays a true comparison.
The other Files features
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Alex