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Managing Documents

This guide explains how to get files into your document library and keep them organised. It covers uploading, folders, previewing, downloading, and what happens when you delete something.

Before You Begin​

Three permissions control what you can do in Documents:

  • document.read — open the library, search, preview, and download
  • document.write — upload files, and create, rename or move folders
  • document.delete — delete documents and folders, and restore a deleted document

If you have document.read alone, the Upload and New folder buttons appear but stay disabled, with a note explaining why. See Permissions Reference.

Uploading Files​

You have two ways to upload, and both accept several files at once.

  1. Select Documents in the left menu
  2. Open the folder you want the files to land in
  3. Select Upload, then select your files

Alternatively, drag your files onto any part of the Documents screen. An overlay confirms which folder the files will land in.

Fiskl uploads three files at a time and shows progress for each one. You can cancel a file while it is still uploading.

Upload Limits​

  • Maximum file size: 100 MB per file
  • File types: any type uploads. Type affects only whether Fiskl can preview the file and whether it can read the text inside it
  • Number of files: no limit beyond your storage allowance
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Fiskl replaces unusual characters in file names with underscores. Spaces, accents and non-Latin characters become _, so Q1 rapport café.pdf is stored as Q1_rapport_caf_.pdf. This applies when you upload and when you rename.

Organising with Folders​

Folders keep the library navigable once it grows. Select a folder row to open it, and use the breadcrumb trail at the top to move back up.

To create a folder:

  1. Open the folder you want the new folder to sit inside
  2. Select New folder
  3. Enter a name and select Create

Folder rules:

  • Folders nest up to five levels below the top level. At the fifth level, New folder is unavailable.
  • Two folders in the same location cannot share a name. Fiskl compares names without regard to capitalisation, so Contracts and contracts collide.

Renaming and Moving​

To rename a file or folder, select More actions on its row, then select Rename. When you rename a file, Fiskl selects the name but not the extension, so typing replaces the name and keeps the .pdf.

To move a file or folder:

  1. Select More actions on its row, then select Move
  2. Navigate to the destination folder in the dialog
  3. Select Move here

The dialog opens at your current folder. You cannot move a folder into itself or into one of its own subfolders, and those destinations are unavailable.

Dragging files onto the screen always uploads them. There is no drag-and-drop between folders.

Previewing and Downloading​

Two buttons appear on each file row:

  • Preview opens the file in a new browser tab. It appears for PDFs and images only.
  • Download saves the file to your computer. It works for every file type.

Both are available only once a file is marked Ready. Until the malware scan clears, Download stays disabled and explains what it is waiting for. See Document Security and Scanning.

Working with Several Files​

Select the checkbox on each row you want, or the checkbox in the header to select everything on the page. An action bar appears showing how many files you selected, with Move and Delete.

Bulk selection covers documents only. Folders are moved and deleted one at a time.

Deleting and Restoring​

To delete a document, select More actions on its row, then select Delete. To delete several, select them and use Delete in the action bar.

Deleting a document does not destroy it. Fiskl archives it for 90 days, during which you can bring it back from the Audit Log. After 90 days, Fiskl deletes the file permanently and it cannot be recovered.

To restore a document:

  1. Open the Audit Log from your avatar menu
  2. Find the entry for the deleted document
  3. Select Restore

You need document.delete to restore, on the principle that whoever can remove a file can bring it back. If the folder the document came from has since been deleted, the document returns to the top level of your library.

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Deleted documents keep counting towards your storage allowance for the full 90 days, because Fiskl is still holding the file for you. Deleting a large document does not free up space today. See Document Storage and Billing.

Folders behave differently. A folder must be empty before you can delete it, so move or delete its contents first. Deleted folders cannot be restored.

Common Issues​

The Upload button is disabled

Uploading needs the document.write permission. Hover over the button to see the explanation. Ask an Owner or Admin to review your permissions. See Roles and Permissions.

If you have the permission and the button is still unavailable, your company may have used all the storage included in its plan. Check Subscriptions & Billing > Usage > Storage.

My file name changed after uploading

Fiskl replaces any character outside letters, numbers, and _ . - ( ) with an underscore. This keeps file names safe to store and to download on any operating system. Rename the file if the result is hard to read, but the same substitution applies to the new name.

Fiskl will not delete my folder

A folder has to be empty first. Open it, move or delete everything inside, including any subfolders, then delete the folder. Fiskl does this deliberately, so a single action cannot remove files you had forgotten were in there.

I cannot create a folder inside this one

Folders nest five levels deep at most. If you are already five levels down, New folder is unavailable and explains the limit. Move the files up a level, or group them differently.

I deleted a document more than 90 days ago

It is gone. Fiskl keeps archived documents for 90 days and then deletes them permanently, so there is nothing left to restore. The record of the deletion stays in the Audit Log, including the file name and who deleted it.