Store files in the workspace#

A workspace can hold uploaded files (Excel workbooks, Word and PowerPoint documents, PDFs, images, archives, and text) right beside its distribution jobs, contribution campaigns, and data models. A file is a first-class workspace item: it lives in the folder tree and you move, rename, copy, delete, and secure it exactly like any other item, with the same access control.

This is the governed home for the supporting files your jobs depend on (a logo referenced by every board pack, a source workbook a job reads from, a PowerPoint template), so they are versioned by upload, secured by the workspace, and picked by name rather than tracked outside the product.

Before you start#

• Workspace file storage is turned on per workspace, and is on by default. A system administrator can turn it off, or change which file types are allowed, on Settings ▸ Security ▸ Workspaces: open the workspace and use its Workspace Files section - a switch, an Allowed File Types field, quick-add buttons for common categories (Excel, Word, PowerPoint, PDF, Images, Zip, Text, Fonts, Databases), and Reset to defaults. Changes save immediately. Like the rest of Security, this is administrator-only. If file storage is off for a workspace, you won't see the Upload button or the Files filter there - and any job that reads a file kept in that workspace will fail, so disable it with that in mind.
• Uploading requires authoring permission. A view-only user can download files they are allowed to see, but cannot upload or change them.
• Each file can be up to 500 MB, and its extension must be on the allowed list.

Upload a file#

1. Browse to the folder where the file should live.
2. Choose Upload in the browser toolbar and pick one or more files. They are created in the current folder.

If you upload a file whose name matches one already in that folder, Reportworq asks with an Overwrite File prompt:

• Confirm replaces the file's contents in place, keeping the same item. Any job or campaign that links to it keeps working.
• Cancel skips that file and lists it as "not replaced." The existing file is never renamed or duplicated.

If any job uses the file you're about to overwrite, the prompt names them and says they'll pick up the new file's contents, so you know before you confirm.

Drag and drop, and zip archives#

You can also drag files from your computer straight onto the browser; they land in the current folder. Dropping a .zip gives you a choice:

• Extract into folders recreates the archive's folder structure as workspace folders, with each allowed file as an item.
• Store as one file keeps the zip itself as a single file item.

Entries with disallowed extensions, and any unsafe path entries, are skipped and reported. A zip that is actually a workspace export bundle is imported instead of stored.

Create a data model from a file#

An Excel workbook or a SQLite database in the workspace can become a data model directly, with no connection to set up in Settings first. Open the file's ⋮ (more actions) menu and choose Create data model: Reportworq creates the model in the same folder, named after the file, with the file as its source, and opens it in the editor. This action is offered to anyone who can create a data model. See Build a data model from a workspace file.

Download a file#

Each file row has a Download action that streams the stored file to your browser.

See file size and usage#

Each file's row shows its size in the browser's label column.

If one or more jobs use a file as a source, or a data model reads it, the row also shows a Used by N chip; point at it to see which jobs and data models (a data model is listed as name (data model)). Open the file's Properties to see the same list on the Overview tab.

This covers every way a job can reference a workspace file: as its main source, its PowerPoint template, a burst-set workbook, a custom script, a distribution attachment, or a source workbook read by an Excel-value parameter. The count only ever includes jobs you have permission to see; it never reveals a job you're not allowed to view.

A folder's own row doesn't currently roll up the usage of the files inside it - check a file directly, or open the folder, to see whether its contents are in use. Per-schedule overrides of an Excel-value parameter also aren't reflected here yet.

Delete a file#

Select a file (or several) and choose Delete. If any of them is used by a job, the confirmation names the jobs before you delete. The delete still goes ahead if you confirm, and it's a soft delete either way (see Notes and limits), but any job still pointing at that file won't be able to read it until you restore the file or point the job elsewhere.

Deleting a folder gives the same warning for the files inside it: the confirmation names every job that uses any of those files. A job that is being deleted in the same action isn't counted, since it won't be left pointing at anything.

Files that a data model reads#

A distribution job names a workspace file by its id, so renaming or moving the file does not break the job. A data model names a file by its path in the workspace (for example Data/Sales.xlsx), so a data model that reads the file stops finding it when the path changes. Reportworq asks before it happens. The question reads "1 data model reads this by its path: name. After the move, it won't find it until the source is pointed at the new path. Move anyway?" and lists every data model that reads the file. It appears for:

• Rename, in the workspace and in the file's Properties.
• Move, by dragging, and Cut then Paste into another folder. A folder counts for every file under it.
• Delete, which names the data models with the jobs. A data model deleted in the same action is not counted.

Choose to go ahead and then point the data model's source at the new path. Like the job list, the list names only the data models you are allowed to see.

Find files quickly#

When file storage is turned on for the workspace, the browser's filter bar gains a Files chip with a count whenever the folder you are in holds at least one file, so you can narrow the list to files alone. In a folder with no files the chip is not shown.

Use a file as a report source#

The Job Editor's report picker has a Workspace route backed by these files. Upload a source workbook once, then pick it there by folder and name: the same file library, the same security, no separate upload per job. See Choose the source workbook and worksheets.

Security#

Files inherit the workspace's overall access policy and can carry their own per-item access list, just like distribution jobs. There is no separate file-permission model. See Item properties and Roles and what you can do.

Notes and limits#

• Moving or renaming a file never rewrites its contents; a copy duplicates it; a delete is a soft delete.
• Uploads are capped at 500 MB per file and limited to the allowed extension list an administrator configures.
• The Used by count and the delete/overwrite warning only include jobs you're allowed to see; a job you don't have permission to view is never named or counted.
• Deleting or overwriting a file that a job uses warns you, but doesn't stop you: you can always proceed.
• A folder's row doesn't yet summarize the usage of the files inside it, and a per-schedule override of an Excel-value parameter isn't reflected in the usage count.