File Management is where users upload, search, preview, delete, and organize account files, while checking current storage usage. Use it outside a chat to review processing status, inspect materials, or clean up attachments that are no longer needed.
Entry Point#
Open Files from the main navigation to enter the file workspace. The page has two areas: the left side contains the file list and management controls, while the right side shows the selected file preview, download action, extracted text, and details.
The left header includes search, upload, filters, sorting, and bulk selection. The lower-left panel shows storage usage. Selecting a file opens its name, type, size, processing state, and actions such as open, download, and delete on the right.
Upload Files#
Files can be uploaded from two places: click the plus button at the top of the Files page list, or upload files as attachments from a conversation page. Files uploaded from either place appear in File Management so they can be searched, previewed, downloaded, and cleaned up later.
The Files page picker supports selecting multiple files at once. After upload, files appear in the list and the latest uploaded file is selected.
If a selected file duplicates an existing file, DEEIX reuses the existing file and shows a reuse notice. After upload, files may still need processing: images are usually available quickly, while documents, spreadsheets, PDFs, code, and other materials may go through waiting, extraction, OCR, or embedding states.
| State | What to do |
|---|---|
| Waiting, queued, extracting, or embedding | Wait before using the file for tasks that need complete content. |
| Ready | The file can be previewed, downloaded, and used as chat material. |
| Image ready | The image can participate in image understanding or image-related chat. |
| Processing failed or index failed | Download the original file to inspect it, then re-upload or replace it if needed. |
Uploaded files count toward account storage. Large files, repeated uploads, and long-retained historical materials all affect available capacity.
Search Files#
Click the search icon to search files by file name. The list refreshes as you type, which is useful when many files are stored.
Search is for locating files in the list. It is not full-text search across file contents. To ask the model about file content, attach the file in a chat or use file features that support smart retrieval.
Filter and Sort#
The file list can filter by type: image, audio, video, document, spreadsheet, presentation, PDF, and code. Filters can be combined; choosing All clears type filters.
Sorting supports created time, name, size, and last used time. Use created time for new uploads, size when cleaning storage, and last used time when looking for recently used materials.
Preview Files#
Click a row in the left list to open the preview on the right. The right header shows basic file information and processing status, with buttons to open the original, download, or delete.
The preview area has two tabs:
| Tab | Purpose |
|---|---|
| Preview | View images, PDFs, Word files, spreadsheets, audio, video, text, Markdown, code, or files the browser can open natively. |
| Extract | View text extracted from the file. |
Not every file can be previewed online. Unsupported types, password-protected PDFs, damaged files, and files still processing show a notice. Download the original file or wait for processing to finish before trying again.
Delete Files#
A single file can be deleted from the row delete button or from the file detail header. A confirmation dialog appears first; after confirmation, the action cannot be undone.
For multiple files, use Select all to select the loaded files or check individual file rows, then run bulk delete. Bulk deletion also requires confirmation and updates the list and storage panel afterward.
Deleting a file affects future use of that file. Before deleting materials still needed by important chats, shared content, or project work, confirm they are no longer required.
Rename Files#
Use the row more menu to rename a file. Renaming only changes the displayed name in the list and detail view. It does not change file content, type, processing results, or already generated chat messages.
Use searchable names for frequently used files, such as Customer A contract final.pdf, Q2 usage details.xlsx, or Website screenshot home.png.
Smart Retrieval#
When a file has completed vector indexing, the list and detail view show its smart retrieval state. A green lightning mark means the file supports smart retrieval. In the right detail header, click the retrievable switch to disable or re-enable retrieval for that file.
Disabling smart retrieval is useful when a file should not participate in RAG retrieval. The file remains stored and can still be downloaded, previewed, or re-enabled later.
Storage Capacity#
The Storage panel at the bottom of the file list shows used capacity, total capacity, or an unlimited state. If the account has a quota, it also shows used percentage and remaining space.
When capacity is close to the limit, check large files, duplicate materials, completed temporary attachments, and old files that are no longer used. After deletion, the storage panel refreshes with the updated quota.
Practical Tips#
Check processing status after upload before using files in a chat. When the library grows, rely on clear file names, search, type filters, and sorting. Before deletion, verify that the file is not still needed by an important conversation or share. When storage is low, start with large and temporary files.