Organizing Documents
Overview
The Documents page has three parts: the tree on the left, the list in the middle (as a table or as cards), and a detail panel for whatever you select. The tree is the structure; categories, tags, and filters are how you cut across it.
The Folder Tree
The tree sidebar shows three sections:
| Section | Contents |
|---|---|
| All documents | The full tree, starting at the root |
| Favorites | Documents you have starred |
| Recents | Documents you opened recently |
Folders load their children as you expand them, so a large tree stays fast. You can collapse the whole sidebar to give the list more room; the choice is remembered on your device.
Right-click (or use the "…" button on) any node for its menu:
New folder · New page · Upload here · Rename · Move… · Duplicate · Duplicate with children · Copy link · Archive · Restore · Delete
Copy link puts a direct link to that document on your clipboard — handy for chat messages and task descriptions.
Moving and Re-Parenting
Two ways to move something:
- Drag it in the tree onto its new parent
- Open Move… from the node menu, search for the destination folder, and click Move here
A document can never be moved into its own subtree — the tree refuses the drop and the dialog explains why. Moving a folder takes everything inside it along.
Categories vs Tags
Both classify a document, but they are not the same thing and they are managed differently.
| Categories | Tags | |
|---|---|---|
| Purpose | Curated business taxonomy | Free-form labelling |
| Managed by | Administrators, in Settings → Documents | Anyone, inline |
| Scope | The Documents hub | The whole platform |
| Examples | Invoice, Contract, Policy, HR, Legal | q4, urgent, client-acme |
| Set automatically | Yes, when AI classification is on | No — AI suggests, but never creates tags |
In short: categories classify, tags label. Use categories to answer "what kind of document is this?" and tags for anything else.
Favorites
Click the star on a document to add it to Favorites. Favorites use the platform-wide favorites system, so they behave like favorites everywhere else in Gauzy.
Archiving, and Archive Before Delete
Archiving takes a document out of everyday view without destroying anything. Archived documents keep their content, their links, and their history — they are simply filtered out by default and excluded from AI answers.
- Archive a document from its node menu or detail panel
- Archiving a folder archives everything inside it
- Restore puts it back
Deleting is deliberately a two-step action: a document must be archived before it can be deleted. The delete button only appears once a document is archived. This makes accidental one-click destruction of a folder tree impossible.
When you delete a folder that still has contents, you choose what happens to them:
| Option | Result |
|---|---|
| Delete everything inside it | The folder and its whole subtree are removed |
| Keep children and move them up one level | Only the folder goes; its contents are promoted |
Search
The search box sits above the list, with a toggle for what it searches:
| Mode | Searches |
|---|---|
| Names | Document names only — fast, matches as you type |
| Content | The text read out of files, plus the content of pages |
Content search needs a slightly longer query than name search — type at least three characters before it runs.
Keeping a Document Out of Content Search
Each file has a Searchable content switch in its detail panel. Turn it off and only the name, categories, and tags will match — the content is skipped. This is the right control for a document that should stay in the hub but must not surface in content search or AI answers.
Filters
The filter bar narrows the list. Everything combines.
Presets — one-click starting points:
| Preset | Shows |
|---|---|
| All | Everything (the default) |
| Needs review | Documents waiting for a human |
| Not in AI knowledge | Documents that are not part of AI answers |
| Archived | Archived documents |
Facets — multi-select, each showing a live count of matching documents: Kind, Status, Knowledge, Source, Category, Tag.
Date ranges — filter by Created or Updated.
Clear all resets everything back to the default view.
Sharing a Filtered View
The filters live in the page address. Once you have the view you want, copy the URL from your browser and send it to a colleague — they will open the same filtered list, subject to their own permissions. Bookmarking works the same way.
Saved Views
Saved views store the current filter set under a name so you can jump back to it. As the dialog says, saved views are kept on this device only — they do not follow you to another browser and cannot be shared with colleagues. Use the URL for that.
Table and Cards
Switch the list between Table and Cards with the view toggle. Table view is denser and sortable; cards view is easier to scan for files with previews. Your choice is remembered.
Bulk Actions
Select several documents with their checkboxes and a bulk bar appears. Available actions:
| Action | Notes |
|---|---|
| Archive / Unarchive | Same rules as archiving one document |
| Set categories | Replaces each document's full category set |
| Add tags / Remove tags | Adds or removes without touching other tags |
| Move | Requires you to pick a destination folder |
| Import to knowledge / Exclude from knowledge | See AI Knowledge |
| Approve / Reject | See Reviews & Approvals |
| Delete | Only affects documents that are already archived |
Bulk actions run per document and report back how many succeeded and how many failed, with a copyable report of anything that did not work.
Related Pages
- Documents Overview — the three kinds of item
- Uploading Files — getting files in
- Settings — managing the category catalog
- Tags & Labels — the platform-wide tag system
- Bulk Operations — bulk actions elsewhere in Gauzy