Summary: The Files feature gives your network one central place to share documents and media. This guide explains the three Files tabs, who can see which files, and how to create, upload, rename, move, and delete files and folders.
Navigating the Files section
Click Files in the main navigation menu to open the Files overview. There are three tabs:
- All files — Shows every folder you have access to, organized by where they come from: Business Units, Local/Global Departments, Groups, and the organization-wide Help Center folder. Each item here is a folder; open one to see the files inside it.
- My groups — Shows only the folders belonging to Groups and Business Units you're an active member of. This excludes organization-wide folders.
- Recent — Shows a flat list of individually uploaded files (not folders) in a table, with columns for Location (which folder the file lives in), Type, Size, Date uploaded, and Uploaded by. This is a shortcut to recently added files across all your folders, not a place to browse by folder.
Searching for files
Using the global search bar at the top of the platform, you can quickly find documents by typing in relevant keywords, such as the file name. Search results are automatically trimmed based on your active memberships and the privacy level of the place where the file lives.
Good to know: Search matches the title of the file only, not the content inside the file. If you can't find a document by searching for a phrase that appears in it, search for (part of) the file name instead.
Who can see which files
The table below outlines who can view and search for files based on where they were uploaded:
| Upload location | Who can access / view files |
| Business Unit / Local or Global Department | Active members of that Unit/Department |
| Restricted, Private, and Secret Groups | Active members of that specific Group |
| Public Groups | Everyone in the network |
| Profile feed | Everyone in the network |
| Network Feed | Everyone in the network |
External user restriction
External guest users have stricter visibility. They can only view and search for files uploaded within the specific Business Units, Local/Global Departments, and regular groups where they have an active membership.
How to create a folder and upload a file
You can only upload a file or create a folder from inside a specific folder.
Click Files in the main navigation menu.
- Open the folder you want to add to (for example, a Business Unit or Group folder) from the All files or My groups tab.
- Click the blue + Add new button in the top right corner.
- Choose your action from the dropdown menu:
- To upload a file: Select Upload file, browse your computer to select the document, and click Open to start the upload.
- To create a folder: Select Create folder. A "New folder" row appears with the name field already selected — type your folder name and press Enter to save it.
Managing existing files and folders
Each file or folder has a three-dot menu on the right side of its row. Click it to:
- Rename — edit the file or folder's name.
- Move — relocate the file or folder to a different location.
- Delete — permanently remove the file or folder. A confirmation pop-up appears ("Are you sure you want to delete this file? This action cannot be undone.") — click Delete to confirm or Cancel to back out.
Frequently asked questions
Why can't I select files from different locations at the same time?
Files in different folders belong to different places in the network, and each place has its own permissions and its own owners. Actions like moving or deleting only work within a single location, so selecting across two different folders isn't possible.
Why don't I see an Add new button?
The + Add new button only appears once you've opened a specific folder — it isn't available on the All files, My groups, or Recent tab. If you've opened a folder and still don't see it, file management is tied to your permissions: you must either be an administrator for that specific group, business unit, or location, or your profile must hold a custom network-wide file upload permission. Contact your Speakap network administrator to adjust your role settings.
Can I undo a delete?
No. Deleting a file or folder is permanent once confirmed in the pop-up.
Still stuck?
First check with your own network administrator, since most file issues come down to permissions. If that doesn't solve it, email us at support@speakap.com with your network name and a screenshot of what you're seeing, and we'll help you out.