In short.
Documents shows every attachment from pages and work items in Collabase in one place. Folders are a view of the file, not a copy: it stays on its page or task and keeps their permissions. The limit is 25 MB per file, in any format.
Two views
By location follows the space structure, Folders your own order
No copy
A folder is a view of the file, which stays where it is attached
No new permissions
A file is visible to everyone who may open its page or work item
25 MB per file
In any format, with a preview for PDF, images, video, audio and Office
When nobody knows what the file is attached to any more.
Files are created where the work happens: on the page being written, on the task in progress. At that moment that is right, because the file keeps its context. After a year and three project changes, though, someone has to remember where it is. A second file store brings copies and duplicate permissions. Documents makes the whole set visible without moving it.
The same file exists several times, because nobody found the first version.
Important documents hang off pages that have since been archived.
New team members ask for files that have long existed.
What you gain.
Your own order, the original context
The By location view shows the files by origin: space, then Docs or Projects, then page, project and work item. In the Folders view you create your own folders and subfolders, such as «Contracts» or «Onboarding». The file stays on its page or task, and Open page or Open work item takes you straight back there.
Files where they are read
The Attachments macro brings the attachments into the page itself. In edit mode you insert it via /attachments; after that, anyone can upload in read mode too, by click or drag and drop. PDF, images, video, audio and Office files open in a preview, without a download.
Permissions that are already right
Documents introduces not a single new permission. A file is visible to whoever may open its page or work item, and filing it into a folder changes nothing. A folder only appears if it contains at least one file you may see, so its name never reveals a closed document. Anyone with Upload attachments in the space may organise.
Ask about the content, from Q4 2026
From the fourth quarter of 2026, Collabase AI reads the content of attachments and knows the folder structure as context. You ask about what it was about and get the file with the relevant passage. When tidying up, Collabase AI suggests which files belong together and which folder they fit into. Only what you may see anyway is taken into account.
Who it pays off for.
Contracts and legal
The contract stays on the page that documents the decision and appears in the «Contracts» folder at the same time.
Minutes and analyses
The meeting papers hang off the minutes and can be found via the committee's folder.
Onboarding
New team members find the files they need without knowing where they are kept.
Project management
Attachments from work items across all projects of a space in one list, with a jump back into the work item.
Documents is part of the platform.
The files come from pages in Docs and from work items in Projects, and Documents shows them with the same permissions as there. From the fourth quarter of 2026, Collabase AI accesses their content. All apps share login, permissions and data. One contract, one operation, one contact.
Docs
Projects
Intranet
Registry
Test Management
Automation
Time
Operations and data sovereignty.
Where the data sits is decided by the operating model, not by the small print.
Swiss hosted
Operated on Swiss public cloud at Infomaniak, one isolated environment per customer. Content is processed in Switzerland only, apart from the upstream web application firewall.
Self-hosted
Runs on your own infrastructure. Full control over the data, no access from outside.
revFADP & GDPR
Data processing agreement included. Compliant with the revised Swiss data protection act and the GDPR.
One product, all apps.
Collabase Enterprise
On request
Staged by user count
Documents and attachments is part of the Enterprise plan. All seven apps, no add-ons.
Questions from first conversations.
Documents and attachments in practice: what comes up most often in a first conversation.
Does a folder move the file away from its page?
No. The file stays where it is attached. The folder only changes where it appears in the folder view.
Do I have to maintain permissions for the file store separately?
No. There are no separate permissions. Those of pages, projects and spaces are used.
What happens to the contents when a folder is deleted?
After a confirmation prompt, files and subfolders move up one level. Only the folder is deleted.
Are there folders across several spaces?
No. A folder always belongs to exactly one space, and a file can only be filed into folders of its own space. This follows from the permission model.
Bring your file store into an order without copies.
In the proof of concept we set up the folders for a clearly scoped use case, with your own files and your existing permissions.