Organize and Share Documents

This workflow keeps documents findable before they need to be shared. It covers physical folders, tags, smart folders, file moves, expiring download links, and published native documents.

Prerequisites

• Sign in to the workspace that should own the files.
• Use a role with write access to create folders, edit files, manage tags, or publish documents.
• Upload the source files and wait for the upload phase to finish.
• Decide whether the recipient needs a downloadable uploaded file or a live native document.

Understand the Two Document Areas

• Select Vault in the primary sidebar for uploaded files, folders, search, and document details.
• Select Vault → Workspace for native document creation, recent documents, document intelligence, and the Workspace library.
• The primary sidebar’s Workspace is the receipt and approvals inbox; it is not the Vault document hub.

1. Create a Folder Structure

1. Select Vault.
2. Select New folder.
3. Enter a descriptive Folder name, such as a period, entity, or operating purpose.
4. Select Create folder.
5. Open that folder and repeat New folder when a nested level is useful.

Folder names must be unique within their current location. Prefer a shallow structure that another teammate can understand without knowing who created it.

Examples:

• 2026 → Q3 → Bank statements
• Vendors → Software → Renewals
• Board → Monthly packs

2. Upload Into the Intended Location

1. Open the destination folder.
2. Select Upload, or drag the files into the open folder.
3. Keep the tab open while upload progress is shown.
4. Wait for the files to appear in the folder.
5. Open View details and confirm File Information → Status.

Each Vault upload can contain up to 25 files, each 100 MB or smaller. Uploading inside a folder keeps the new files in that location from the start.

3. Rename or Move Existing Files

1. Open a file’s action menu.
2. Select Edit.
3. Update Name if needed.
4. Under Folder, choose the new destination or Vault root.
5. Select Save.

The success message File updated confirms the change. If the destination already has the same file name, Eigenn shows A file with this name already exists in that folder. Choose another name or destination instead of overwriting it.

4. Add Tags for Cross-Folder Retrieval

Folders answer “where does this live?” Tags answer “what kind of work is this?”

1. Open the file action menu and select View details.
2. Find Tags.
3. Select Select tags.
4. Choose an existing tag or create a new tag.
5. Remove an assigned tag when it no longer applies.

Return to the Vault and select a visible tag to filter by it. Tags work across physical folders, so they are useful for concepts such as renewal, needs-review, tax, or board.

Deleting an option from the tag picker removes the shared tag itself. Remove the tag assignment from the selected list when you only want to detach it from one document.

5. Save a Smart Folder

Use smart folders for recurring review sets that depend on metadata rather than location.

1. In Ask or search the vault, open the filter button.
2. Apply one or more saved-view filters such as text search, Date, Tags, Extraction status, Period, Document type, Counterparty, amount range, or Currency.
3. Enter a name in the field below the search control, or keep the generated filter summary.
4. Select Save smart folder.
5. Select the saved smart folder to restore the same filters later.

A smart folder does not move or copy a file. Select its x to delete only the saved view.

6. Choose the Correct Sharing Method

Share an uploaded file as a download

Use this method for PDFs, images, spreadsheets, and other uploaded files.

1. In Vault, open the file action menu.
2. Select Copy link.
3. Wait for Link copied.
4. Send the copied link to the intended recipient.

The link opens a branded Download File page, identifies the sharing workspace, and expires after seven days. Create a new link when the old one expires.

Use Download instead when you need to send the file through another approved channel without creating a Vault link.

Publish a native Eigenn document

Use this method for a document created with Vault → Workspace → New document.

1. Open the native document.
2. Review its title and content.
3. Select Share in the document bar.
4. Select the Publish tab.
5. Select Publish.
6. When the page shows the preview URL, copy it or select View site.

The editor displays This page is live after publication. To stop publishing it, return to Share → Publish and select Unpublish.

Publishing a native page and copying an uploaded-file link are different operations:

7. Verify the Share

For an uploaded file:

1. Open the copied link.
2. Confirm the page says Download File.
3. Verify the workspace name, file name, and file size.
4. Select Download File and confirm the downloaded file opens correctly.

For a native document:

1. Confirm the editor says This page is live.
2. Select View site.
3. Review the title, cover, icon, and content in the published view.
4. Copy the URL from Share and send that exact URL.

8. Maintain the Library

Use a regular cleanup pass to keep the Vault trustworthy:

1. Open Vault → Workspace.
2. Review Duplicate files and use Archive copies only after confirming which copy should remain.
3. Review Review queue before selecting Verify visible or Repair failed.
4. Resolve Suggested matches with Link or Dismiss.
5. Use Audit trail to confirm important extraction corrections.
6. Use Export CSV when a structured offline review is required.

When a folder needs cleanup, its menu provides Rename and Delete. In the delete dialog, Delete everything inside permanently removes nested files and folders. Leave it off unless that is the intended outcome.

Verify Success

The workflow is complete when:

• files appear in the intended physical folders
• tags retrieve the same files across folder boundaries
• saved smart folders restore their expected filters
• renamed and moved files appear with the intended name and location
• uploaded-file links open the correct Download File page
• native documents show This page is live and open through View site
• obsolete native documents are no longer published after Unpublish

Limits and Edge Cases

• Folder names are unique only within the same location; the same name can exist elsewhere.
• Smart folders save supported filters and do not create storage containers.
• The Semantic search toggle is not stored in a smart folder.
• Uploaded-file links from the current file action menu expire after seven days.
• Copy link is disabled for an item without a stored file path.
• A native document must be published before its preview URL is intended for sharing.
• Unpublishing a native document is separate from deleting or archiving it.
• Deleting a shared file does not preserve its download link.
• Deleting a file that is attached to transactions can affect those records; read the attachment warning before confirming.
• Verify visible, Link visible, Dismiss visible, and Archive copies are bulk actions over the items currently shown.
• The intelligence sections in Vault → Workspace remain hidden when no relevant data exists.

Troubleshooting

Copy link is unavailable

Confirm that the item is an uploaded file with a stored path. Open View details and check Storage Path. Native Eigenn documents use Share → Publish instead.

A download link expired

Open the file menu and select Copy link again. Send the newly copied URL; the previous link is not renewed automatically.

A published document cannot be opened

Open the document and confirm This page is live. In Share → Publish, select View site and copy the URL shown there. If the published view still does not load, include the document title and published URL in a support request.

The wrong file appears in a folder

Open its action menu, select Edit, choose the correct Folder, and select Save. Use Vault root when it should not be nested.

A smart folder appears empty

Select the smart folder and inspect the active filter chips. Remove overly narrow date, amount, status, tag, or currency filters. Remember that a smart folder reflects current metadata, so documents can enter or leave the result as their fields change.

A folder cannot be deleted

The folder contains nested content. Review the contents first. Enable Delete everything inside only when permanent removal is intended; otherwise cancel and move or preserve the nested items.

Related Pages

• Document Vault
• Document Processing and Extraction
• Workspace Inbox and Approvals
• Process Inbox Items
• Support