> For the complete documentation index, see [llms.txt](https://alludium.gitbook.io/alludium-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://alludium.gitbook.io/alludium-docs/5.-artifacts/5.4-managing-artifacts.md).

# Managing Files

Good file hygiene keeps agents reliable and makes project review easier. Treat Files as a shared knowledge library, not a dumping ground.

**Location:** Main navigation -> Files

***

## Naming Files

Use names that make the file's purpose obvious without opening it.

Good names usually include:

* The subject or client.
* The document type.
* A date or version when it matters.
* A status marker such as draft, approved, or archived.

Examples:

* `Investment Memo Template - Approved - 2026`
* `Acme Diligence Notes - May 2026`
* `Customer Interview Guide - Draft`

***

## Reviewing File Details

Open a file to confirm:

* File name and type.
* Upload and processing status.
* Preview or extracted text where available.
* Where the file is used.
* Whether it belongs to the workspace or a specific project.

If a file is not processing correctly, try re-uploading a cleaner source file before relying on it in an agent workflow.

***

## Updating Files

When standards change, update the source file and make the new version obvious. Avoid leaving multiple ambiguous versions active at the same time.

Recommended pattern:

1. Upload the new version.
2. Test the agent or task that depends on it.
3. Remove or archive the old version when it is no longer needed.
4. Tell affected users if the file changes the expected output.

***

## Deleting Files

Delete files only when you are confident they are no longer needed.

Before deleting:

* Check whether any agent, task, or project still depends on the file.
* Confirm the file is not part of an active project handoff.
* Preserve a local source copy when retention matters.

Deleting a file can affect future work that references it.

***

## Common Mistakes

Avoid these patterns:

* Uploading every document to global Files instead of using project files.
* Keeping old and new versions with unclear names.
* Using chat uploads for material that should be reused later.
* Uploading sensitive credentials instead of using an integration connection.
* Assuming an agent will use a file that has not been linked or selected for the workflow.

***

## Next Step

Continue to **Linking Files to Agents** to make reusable reference material available to specific agents.


---

# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.

## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter:

```
GET https://alludium.gitbook.io/alludium-docs/5.-artifacts/5.4-managing-artifacts.md?ask=<question>
```

The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.