Files extension
“Urgent”, “Client Marino”, “To invoice”. One word on the file, and it is found again.
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.
Three kinds of label, one category
Global labels belong to the company: whoever has the “Create and edit company labels” permission creates them and anyone with access to the file sees them. Personal labels are private: everyone creates their own from the Labels panel and nobody else sees them. The primary category is one per file or folder — “Contract”, “Invoice”, “Minutes” — and serves to classify, where labels serve to mark. Automatic rules work on upload: on PDF, Word and text files Files extracts the text and, if it contains a rule’s keywords, assigns the matching global label. No AI: a word search, predictable and explainable. Sector sets — law firm, accountant, construction site — create typical labels and rules in one click, to be tweaked.
How it works
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Prepare the company labels
Settings → Labels: the global ones, the category, and — if you like — a ready-made set for your sector to start from.
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Label, by hand or with a rule
From the panel on the file, in bulk on a selection, or with a rule: “if the text contains ‘DURC’ → ‘DURC’ label”. Rules can be switched off without deleting them.
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Filter and find
In search and in the list: all “To invoice” files of client Marino, whichever folder they are in.
A file sits in one folder only. It can carry all the labels it needs.
What you can do
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Global and personal
The company’s are seen by everyone; yours are seen by you. “To re-read” can stay your business.
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Primary category
One per resource, from the company set: the classification that does not overlap.
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Rules without AI
Keywords in the text extracted from PDF, Word and text files, normalised without accents or capitals. Predictable: if the rule says “invoice”, it labels files containing “invoice”.
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Sector sets
One click creates labels and rules typical of your sector; then add or remove.
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With Automation rules
An automation rule can assign labels as an action; keyword labels instead work on content.
Frequently asked questions
Labels or Search fields?
Labels are words to attach, one or more; fields have a type and a value — amount €7,400. “Urgent” is a label; “amount greater than 5,000” is a field. Often you need both.
Do rules read scans too?
Rules work on extractable text: PDFs with text, Word, text files. A scan without text is not labelled by a rule; Automatic reorganisation, with OCR, classifies it.
Who sees my personal labels?
Nobody. If a label must serve colleagues, whoever has the permission creates it as global.
The other Files features
Move your company files to the cloud
Request a demo: we’ll show you how Files makes storage and sharing simple and secure.
Alex