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Files extension

What happened in here, in order

You are back from holiday and the client’s folder has changed: who uploaded what, who moved the draft, who shared with the external firm, who approved. The activity feed tells it in order, per folder or for the whole archive, with filters by person and action type — and an email digest if you prefer to read it in the morning.

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Who sees what, without empty screens

The user type’s “View activity” privilege decides the scope: none, own, or the whole archive. In a folder’s tab, however, the scope is given by the folder itself: whoever can open it may know what happened to its documents — otherwise the tab would almost always be empty, and an empty tab does not read as “no permission” but as broken. Security events — who granted or removed access to whom — do not widen: they stay with those who already see them in the general register, so an external client with access to a folder does not read internal permission movements. Whoever is not of an internal user type sees authors by initials, “L.J.” instead of “Luca Jinni”, everywhere: in the feed, in the email, on the file row.

How it works

  1. Open the activity

    From the sidebar for the whole archive, or from the folder tab for “what happened here”. The unread counter says whether there is something new.

  2. Filter

    By person, by type — uploads, shares, approvals, states, protections — by period. “What did the Bianchi firm do in March” is a question with an answer.

  3. Get it by email

    Periodic digest: everything in one message, or one per folder or workspace. Whoever does not log into Files every day stays up to date anyway.

“Who touched this file?” has an answer, in time order.

What you can do

  • Every action, in plain words

    “Uploaded”, “restored v2”, “set legal hold”, “requested the timestamp”, “confirmed acknowledgment”: sentences, not codes.

  • Scope per user type

    No activity, own only, the whole archive: the administrator decides per user type. The folder tab stays readable to whoever opens the folder.

  • Initials for externals

    Whoever is not of an internal user type reads “S.C.”, not “Sara Colombo”. The same rule applies in the feed, the email and the file creator.

  • Security apart

    Permission events stay in the general register, for those who see it. The client sees documents moving, not internal access.

  • Declared retention

    From 30 days to 5 years, set per company and visible in settings. For tax offices, banks and intermediaries a year or more is advisable.

Frequently asked questions

How is it different from the audit log?

The feed is for working: readable, filterable, with notifications and digests, and a retention in days. The audit log is for compliance: complete, with a copy on immutable storage, reserved to administrators and auditors.

Do file openings appear?

Yes, and with the View tracking extension they become the per-person detail with date, IP and mode on the folders where you enable it.

Can I turn off notifications but keep the feed?

Yes: notification preferences — in-app, email, single or separate digest — are per person. The feed stays available within your scope.

The other Files features

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