Overview
The Files tab in each project provides a centralized location to manage all uploaded source files. This includes manually uploaded files as well as files added through integrations like Google Drive, Gmail, Slack, and meeting recordings from Google Meet or Microsoft Teams.
File management in Glossa focuses on viewing file details, searching and filtering to find specific files, downloading original files when needed, and removing files that are no longer relevant.
Accessing the Files Tab
To view files in a project:
Open the project
Click the Files tab in the project navigation
You'll see a list of all files uploaded to the project
Files List View
The Files tab displays all project files in a table with the following information:
File Information Displayed
For each file, you'll see:
File name: Original name from upload or integration
Type: File type icon and category (pdf, png, etc)
Size: File size
Status: Current processing status (Pending, Processing, Ready, Error)
Created: Date the file was uploaded or added
Actions: Menu for file-specific actions (preview, download, delete)
Processing Status Indicator
At the bottom of the file list:
Files currently processing: [number]
This shows how many files are actively being processed. If this indicator doesn't appear, no files are currently being processed.
Viewing File Details
To view more information about a file:
Click the file name to open the file preview, which shows:
Full file content
Playback with timestamp navigation (for audio/video)
OCR-extracted text (for images)
File Details (who uploaded it, file format, size, size, upload date)
This preview is the same view you see when clicking citations in requirements.
Searching Files
Use the search bar at the top of the Files tab to find specific files:
What you can search:
File names
How to search:
Type keywords in the search bar
Results filter automatically as you type
Clear search to return to full file list
Search tips:
Use specific terms for better results
Search is case-insensitive
Filtering Files
Filter the file list by file type to focus on specific kinds of files:
Available filters:
All files (default, shows everything)
Text (documents, PDFs, text files)
Video (MP4, MOV, AVI, etc.)
Audio (MP3, WAV, M4A, etc.)
To filter:
Click the filter dropdown or buttons
Select the file type(s) you want to view
File list updates to show only matching files
Combine with search: You can use both search and filter together:
Filter to "Video"
Then search for "discovery"
Shows only video files with "discovery" in the name
Sorting Files
Sort the file list to organize files in different ways:
Sort options:
Name (alphabetical A-Z or Z-A)
Status (Pending, Processing, Ready, Error)
Size (smallest to largest or largest to smallest)
Created At (newest first or oldest first)
To sort:
Click the column header you want to sort by
Click again to reverse the sort order
Current sort shows an indicator (↑ or ↓)
Default sort: Files are sorted by Created Date (newest first) by default.
Downloading Files
You can download the original uploaded file at any time:
To download a file:
Find the file in the Files tab
Click the three-dot menu (⋮) at the end of the row
Select Download
The original file downloads to your computer
Why download files:
Share with team members who don't have Glossa access
Archive important source documents
Reference original content outside Glossa
Edit and re-upload updated versions
What gets downloaded: The exact original file that was uploaded—no modifications or processing applied.
Deleting Files
You can delete files from a project when they're no longer needed.
Deleting a Single File
Find the file in the Files tab
Click the three-dot menu (⋮) at the end of the row
Select Delete
Select if you want to also delete all associated requirements and changes made to other requirements (such as merged requirements that reference this file)
Confirm the deletion
What Happens When You Delete a File
Immediate effects:
The file is permanently removed from Glossa
Citations to that file are removed from all requirements
Requirements that were generated from that file are deleted if you select the "Delete requirements" box - otherwise, they are not deleted
After a file is deleted, requirements that previously referenced that file show:
You have no referenced files for this requirement
Requirements remain editable:
You can still view, edit, and work with requirements
Only the citation links are removed
Requirement content is unchanged
Warning: File deletion cannot be undone. Once deleted, the file cannot be recovered.
When to Delete Files
Good reasons to delete:
File was uploaded by mistake
Outdated version of a document (upload new version instead)
Duplicate file
File no longer relevant to the project
Reducing project file clutter
Think twice before deleting:
File contains important citation sources
Requirements reference this file extensively
File may be needed for audit or traceability
Team members may need to reference the original
Managing Files from Integrations
Files added through integrations appear in the Files tab alongside manually uploaded files.
Meeting Recordings
Files from Google Meet or Microsoft Teams:
Automatically added when meetings are recorded
Appear with meeting name and date
Can be deleted like any other file
Drive Files
Files imported from Google Drive or OneDrive:
Show original Drive/OneDrive file name
Include date added
Deleting from Glossa doesn't delete from Drive/OneDrive
Email Files
Emails and attachments from Gmail or Outlook:
Email subject becomes file name
Attachments appear as separate files
Can be deleted independently
Slack Messages
Messages captured via @GlossaBot:
Appear with timestamp
Can be deleted like other files
File Storage Details
Storage Locations
Where files are stored:
Uploaded files: Stored in Glossa's secure cloud storage
Integration files: Copied to Glossa's secure cloud storage (originals remain in source system)
File Retention
Files are stored permanently while your project exists
Deleting a project deletes all its files
Files are deleted within 60 days after account termination (unless required by law)
File Limitations
Current Limitations
No renaming: Cannot rename files after upload (use original names)
No folders: Files are in a flat list, not organized in folders
No tags or labels: Cannot add custom organization tags
No bulk download: Must download files individually
No bulk delete: Must delete files one at a time
No file editing: Cannot edit files within Glossa (download, edit, re-upload)
No version control: Cannot track multiple versions of same file
File Organization Strategies
Since Glossa doesn't support folders or tags, use these strategies:
1. Use descriptive file names before uploading:
Include project phase: "Discovery_Requirements_v2.pdf"
Include dates: "Meeting_2025-01-15_Kickoff.mp4"
Include topic: "Payment_Processing_Workflow.docx"
2. Leverage search and filter:
Use search to find files by name or content
Filter by type to focus on documents, videos, or audio
Sort by date to find recent uploads
3. Delete outdated files:
Remove old versions when uploading new ones
Clean up test uploads or mistakes
Keep only relevant, current files
4. Document important files in requirements:
Reference file names in requirement descriptions
Add context about which files contain key information
Best Practices
Keep File Names Meaningful
Since you can't rename files in Glossa:
Name files descriptively before uploading
Use consistent naming conventions across your team
Include relevant context (date, topic, version)
Regular Cleanup
Maintain a clean Files tab:
Delete duplicates as soon as you notice them
Remove old versions when uploading new ones
Archive completed project files before deleting
Review files quarterly and remove irrelevant ones
Download Before Deleting
Before deleting important files:
Download the file to your local system or archive
Confirm you have a backup
Then delete from Glossa
Use Integrations for Live Files
For files that change frequently:
Store in Google Drive or OneDrive
Import to Glossa when needed
Re-import updated versions
Easier than downloading, editing, and re-uploading
Track Drive File Updates
For files imported from Google Drive or OneDrive:
Check Last Updated vs. Last Imported dates
Re-import files that have been updated in Drive
Keep Glossa synchronized with latest versions
Combine Search and Filter
For fastest file finding:
Filter by type to narrow down
Then search within that type
Sort by date if needed
Troubleshooting
Cannot Find a File
If a file seems to be missing:
Check search spelling
Clear any active filters
Sort by Created Date to see recent uploads
Check if someone else on your team deleted it
Verify you're in the correct project
File Shows Error Status
To see why processing failed:
Click the file name to view details
Read the detailed error message
Follow error-specific troubleshooting steps
Contact support with the error message if needed
See the File Processing article for detailed error troubleshooting.
Want to Edit a File
Glossa doesn't support in-app file editing.
To edit a file:
Download the original file
Edit it on your computer
Upload the new version to Glossa
Delete the old version (optional)
Review and update generated requirements as needed
Deleted File by Mistake
File deletion cannot be undone.
If you deleted a file accidentally:
Re-upload the file from your original source
Requirements previously generated won't be recreated
New requirements will be generated from the re-upload
Review for duplicates with existing requirements
Prevention: Always confirm before clicking Delete.
Need to Download Multiple Files
Currently, Glossa doesn't support bulk download.
To download multiple files:
Download each file individually
If many files are needed regularly, consider keeping originals in a shared Drive folder
Storage Limit Concerns
No storage limit shown: Glossa doesn't display project storage usage or limits.
If concerned about storage:
Delete old or unnecessary files
Remove duplicate uploads
Contact support if you have specific storage questions
Security & Privacy
File Access
All team members in your organization can view all project files
No per-project or per-file access restrictions
Files are only accessible to authenticated organization members
File Deletion
Deleted files are permanently removed
Cannot be recovered after deletion
Deleted within 60 days of account termination
Data Protection
Files encrypted in transit (TLS 1.2+)
Files encrypted at rest (AES-256)