Files

Every installation has its own file store. Any kind of file can go there — exports, spreadsheets, drawings, photos, ZIP archives, PDFs. Nothing in it is shared with another installation.

It is a working tool for everybody: open it with the folder icon in the top bar. It opens in the side panel as the tab Files, next to Help and Assistant, so the page you are working on stays in view. Administrators also find the whole store under Settings → Files (see For administrators below).

The Files tab

The tab opens on Recent: the files you uploaded and the files the assistant made for you, newest first. The buttons under the search box switch to:

• This conversation — the attachments and work files of the conversation open in the assistant. With no conversation open it stays empty.
• Mine — your own space, including your assistant memory MEMORY.md. Opening MEMORY.md opens the memory editor, the same as under My account → Assistant memory.
• Team — the space everybody reads.
• All — every folder you may see, with the path at the top to go back up.

The search box finds files by name in every folder you may see. A file from the assistant carries the mark AI. When the assistant creates a file during a conversation, the Files tab gets a small dot until you open it; the download link in the conversation stays as well.

Uploading: drop files anywhere on the tab, or use the upload button next to the search box. Each file shows its progress. The line under the list says where the files go: into the folder you are looking at, and on Recent or in a search into your own space.

A file opens at the bottom of the tab: pictures, PDFs and text files are shown, every other type can be downloaded. Excel workbooks are not previewed there — ask the assistant about them, or download them. Next to Download:

• Send to assistant switches to the Assistant tab and attaches the stored file to your next message. Nothing is uploaded a second time. Dragging a file onto the Assistant tab does the same.
• … renames, moves or deletes the file. What you may not do is refused with the reason.

Press F1 on the Files tab to open this article.

Putting files in

• By hand: drop files onto the Files tab or the Settings → Files page, or use Upload. Each file shows its progress.
• From the assistant: files the assistant writes for you land in the folder AI. A file attached in the chat lands in the folder Chat, visible only to you and administrators, one sub-folder per conversation.
• From a machine: with an API token (see below), for example an export job on a line PC that delivers a file every night.

Two limits apply, both shown on the Files tab and the settings page: the size of a single file (100 MB by default) and the total of all files of the installation (5 GB by default). A file that does not fit is refused with the reason; nothing half-stored is left behind.

The same file twice is kept once. If a file with exactly the same content already lies in the same folder, the upload says Already there and no second copy is made — so a delivery that arrives twice does not end up twice. A file with the same name but different content is kept under a numbered name, for example report (2).csv.

My AI storage

The assistant has a small work environment of its own: a terminal on an isolated machine without network access, in which it unpacks deliveries, runs scripts and produces files. What it keeps there lies in the file store like any other file, in three places — on the Files tab under Mine, This conversation and Team, and for administrators under My AI storage on the settings page:

• My space — your own files of the assistant, for example scripts it wrote for you and wants to reuse. Only you see this space; administrators do not see it either.
• Conversations — one space per conversation, for the files of that work (an unpacked delivery, intermediate results). A conversation’s space is removed 30 days after the conversation was last used, and when the conversation is deleted.
• Team — shared by everyone in the installation. Everyone reads it; only administrators change it (the assistant only when an administrator asks for it).

There you can download, upload, move and delete files in your own spaces as anywhere else. Each space has its own limit (1 GB for your space and for a conversation, 5 GB for the team by default), inside the limit of the whole installation.

The assistant asks before every command it runs there, unless you switched on automatic approval in the chat. A command that runs too long or uses too much memory keeps none of its changes.

Folders

Folders are created with New folder, opened by clicking, and left through the path at the top. A folder can be renamed; the files in it keep their identity, so links to them still work. An empty folder can be removed by an administrator.

Looking at a file

Click a file to see a preview: pictures and PDFs as they are, text files as text. Every other type is downloaded. HTML and similar files are shown as plain text, never run.

Move puts a file into another folder or gives it another name. Delete is reserved for administrators and removes the file for good, after a question; the deletion is recorded in the audit trail.

For administrators: Settings → Files

The page under Settings → Files is for administrators only: the API tokens, the limits and the usage of the whole installation, the whole folder tree and cleaning it up (new folders, renaming, removing empty folders, deleting files). People without administrator rights do not see this page; they use the Files tab.

API tokens

An administrator creates a token under API tokens with a name and, optionally, a folder. A token bound to a folder may only upload into that folder and the folders below it. The token is shown once — copy it at that moment; TrakState keeps only a fingerprint of it. The page also shows a ready-made command to upload a file with it:

curl -H "Authorization: Bearer <token>" -F "file=@export.csv" "https://<your-address>/api/file-store/files?folder=Import"

A token can only upload and list files; it opens nothing else in TrakState. Last used shows whether a machine is still delivering. Revoke stops a token immediately. Creating and revoking a token are recorded in the audit trail; a refused token use appears in the diagnostics panel, without the token itself.

Users and Team

Two folders belong to the assistant’s memory and keep their names:

• Users holds one folder per person. Each person sees only their own — administrators do not see the others. The assistant’s memory of a person is the file MEMORY.md in it.
• A folder can only be moved into your own folder there if every file in it is yours — otherwise other people’s files would disappear from everybody’s view. Empty folders inside your own folder you can remove yourself.
• Team is read by everybody and changed only by administrators. MEMORY.md there is the team memory.

Both memories are easier to edit under My account → Assistant memory.

Who may do what

Everyone who may read data sees the files; everyone who may change data uploads and moves them. Deleting files and managing tokens is for administrators. In your own space and in the spaces of your conversations you may also delete — and nobody else sees them. The team space is changed only by administrators.