Files

Files

Everything in Coline is a file. Not metaphorically — literally. A doc, a spreadsheet, a kanban board, a chat channel, a calendar event: all files with types. This isn't a document management system layered on top of work. This is the work itself, stored as typed files you can move, share, transform, and version.

File System Basics

Virtual Drives

Files live in virtual drives, not folders on a disk. Drives are logical containers:

• My Drive — Your personal files, visible only to you
• Team Drive — Shared workspace files
• Project Drive — Scoped to a specific project
• Archive Drive — Old files, read-only for most users

Drives have their own permissions. You might have edit access to your personal drive, view access to the team drive, and no access to the finance drive.

File IDs and Paths

Every file has:

• ID — Permanent, unique identifier (e.g., file_abc123)
• Path — Human-readable location (e.g., /Projects/API/Roadmap)
• URL — Web address for sharing (e.g., coline.app/acme/Projects/API/Roadmap)

Move a file and its ID stays the same. Links don't break. Permalinks work forever.

File Metadata

Every file has standard metadata:

• Name, type, size
• Created by, created at
• Modified by, modified at
• Version history
• Tags, color, starred status
• Permissions and sharing settings

File Types

.doc — Rich Text Documents

Traditional documents like Word or Google Docs. Free-form editing with formatting, styles, and continuous flow.

Best for:

• Formal documents and reports
• Content that needs polished formatting
• Documents you will export or share externally
• Contracts, proposals, specs

Capabilities:

• Rich formatting (bold, italic, headings, lists, tables)
• Styles and paragraph formatting
• Comments and suggestions
• Track changes
• Export to PDF, Word

.note — Networked Notes

Block-based notes designed for thinking, not just writing. Every paragraph is a block you can link, reference, and transform.

Best for:

• Daily standup notes
• Research and reference material
• Meeting notes with action items
• Personal knowledge base
• Drafting before formalizing in docs

Capabilities:

• Block-based editing (every paragraph is manipulable)
• Bidirectional linking with [[page]] syntax
• Backlinks (see all pages that reference this one)
• Daily notes (automatic pages for each day)
• Knowledge graph view
• Tags and nested structure

.sheet — Structured Data

Spreadsheets with typed columns, formulas, and views. Think database meets spreadsheet.

Best for:

• Project tracking with custom fields
• Inventory and resource management
• Financial calculations and budgets
• Data analysis and reporting
• Structured information that needs formulas

Capabilities:

• Typed columns (text, number, date, boolean, select, multi-select, url, user)
• Formulas with auto-complete and cell references
• Multiple views (grid, calendar, gallery, kanban)
• Relations between sheets
• Import/export CSV
• Row-level permissions

.board — Visual Workspaces

Flexible canvas for organizing anything visually. Not just kanban — any layout you need.

Best for:

• Sprint planning and retrospectives
• Content calendars
• Brainstorming and ideation
• Roadmapping and strategic planning
• Bug tracking and issue management

Capabilities:

• Infinite canvas with zoom and pan
• Cards with rich content and properties
• Multiple layouts (kanban columns, freeform, grid)
• Custom fields on cards
• Filters and views
• Automation triggers on card changes

.slide — Presentations

Presentation decks built from blocks. Seamless conversion from docs and notes.

Best for:

• Team updates and status reports
• Client presentations
• Training materials
• Quick decks from existing docs

Capabilities:

• Block-based slides (same blocks as docs)
• Themes and layouts
• Present mode with speaker notes
• Export to PDF
• Auto-convert from docs

.code — Code Files

Syntax-highlighted code editing. Basic editor now, full IDE coming.

Best for:

• Snippets and scripts
• Configuration files
• Code review and discussion
• Technical documentation with code

Capabilities:

• Syntax highlighting for 50+ languages
• Basic editing and navigation
• File tree for multi-file projects

.taskboard — Project Management

Structured task management with statuses, sprints, and assignees.

Best for:

• Engineering sprints
• Product backlogs
• Team task assignment
• Workflow tracking with defined stages

Capabilities:

• Columns representing workflow stages
• Tasks with assignees, due dates, priorities
• Custom fields per project
• Sprint planning and velocity tracking
• Integration with calendar and channels

File Operations

Create

Create files from:

• The New button in any drive
• The command bar (Cmd/Ctrl+K)
• Converting existing files (doc to slides, sheet to board)
• Templates
• API and SDK

Move

Move files between drives and folders:

• Drag and drop
• Cut and paste
• API move operation

Permissions are checked at destination. If you can't write to the target drive, the move fails.

Copy

Copy creates a new file with duplicated content:

• Same type as original
• New ID, new URL
• "Copy of [Name]" as default name
• Optionally copy comments and history

Transform

Transform changes the file type while preserving content:

• Doc → Slides (headings become slides)
• Sheet → Board (rows become cards)
• Note → Doc (blocks become rich text)
• Messages → Note (thread becomes document)

Transformation is lossy by design — it extracts the essence for the new format.

Version History

Every file keeps version history:

• Automatic save points
• Named versions ("Before Q2 edits")
• Restore to any version
• Compare versions side-by-side
• See who changed what when

Star

Star files for quick access:

• Starred section in sidebar
• Quick open with Cmd/Ctrl+K
• Personal to you (your stars, not workspace stars)

Archive

Archive files to remove from active view but keep accessible:

• Archived files don't show in default views
• Still searchable
• Can be unarchived
• Auto-archive rules available

File Sharing

Link Sharing

Create shareable links:

• View — Read-only access
• Comment — Can add comments
• Edit — Full edit access
• Expiration — Link expires after date
• Password — Extra protection

Direct Permissions

Grant access to specific users:

• Workspace members
• External guests (with email)
• Groups and teams

Public Files

Make files publicly accessible:

• Public read-only link
• Embeddable in external sites
• SEO-friendly URLs
• Analytics on views

File Storage

Storage Limits

Workspaces have storage quotas:

• Personal workspaces: 5 GB
• Team workspaces: 100 GB base + per-user additions
• Files count against workspace quota, not individual user quotas

What Counts

Against storage:

• File content (docs, sheets, uploads)
• Version history
• Attachments and embeds

Not against storage:

• Messages (separate system)
• Metadata and indexes
• Cache and previews

Large Files

Maximum file sizes:

• Upload via UI: 100 MB
• Upload via API: 500 MB
• Embedded images: 10 MB recommended
• Video files: Stream via external host recommended

Search and Discovery

Full-Text Search

Search across all files you have access to:

• Content, names, tags
• Filter by type, date, author
• Recent, relevant, exact match ranking

File Relationships

See how files connect:

• Linked from (what references this file)
• Links to (what this file references)
• Part of (which drives/folders contain this)
• Created from (transformation history)

Activity

Track file activity:

• Recent edits
• Comments added
• Views and opens
• Sharing events

Best Practices

Naming

• Use clear, descriptive names
• Include dates for time-sensitive files ("Q2 Roadmap - March")
• Avoid "Draft," "Final," "v2" — use versions instead
• Consistent naming conventions within teams

Organization

• Don't nest deeper than 3 levels
• Use drives for major boundaries (Personal, Projects, Archive)
• Star frequently accessed files
• Archive, don't delete

Collaboration

• Share drives, not individual files
• Use comments for async feedback
• Mention people in file content for visibility
• Set clear permissions (default to view, grant edit carefully)

Next Steps

• Containers — Where files live and get shared
• Permissions — Access control and sharing
• Files User Guide — How to use each file type