Sharing files
Sharing a file lets people in your project open a report, a dashboard, or a small tool you built in a chat. This page explains what they see, why a shared file must be self-contained, and what sharing gives away.
What sharing means
A shared file is one file from a chat's folder: HTML, Markdown, PDF, or an image. Knowledge Worker Agent calls it an artifact. People you share it with open it in their browser, from a link. They always see the file as it is now, so when you or the assistant change it, they see the change.
The file is served from your workspace. People can open it only while your workspace is running.
Who can open a shared file
Each shared file has its own audience: everyone in the project, or the members you selected. Each one is published through the platform's workspace apps, on a port of its own, and the platform checks that a person is in the audience before they can open it.
You can always open your own shared files, whether or not you're in their audience.
What people see
A person who opens the link sees the file, full page, with its name, who shared it, and when it was last updated. When the file changes while they have it open, Updated — Reload appears. The page doesn't reload by itself, so they don't lose their place. If you let people download the file, Download appears too.
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An HTML file runs its scripts, so filters, sorting, and charts drawn by the page work. Links to web pages open in a new tab.
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A Markdown file is shown formatted, like the preview in the Files panel. HTML written into the Markdown isn't shown.
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A PDF opens in the browser's viewer, and an image is shown as it is.
People can't edit or comment on a shared file.
Why a shared file must be self-contained
A shared file runs under a strict policy: the browser refuses everything it would load from the internet or from another file, and every connection its scripts would open. That policy is what keeps a shared file from sending your data anywhere, or from loading something you didn't share.
So a file that loads a chart library, a web font, or a picture from somewhere else looks broken to the people you share it with. Everything it shows has to be inside it: scripts and styles written into the page, pictures and fonts as
data: URLs, and its data in the page.
Before a file is shared, Knowledge Worker Agent checks it and lists what would break. The check is advice: a script can build an address while it runs, which no check can see. The policy is the guarantee. A file that gets past the check still can't load or send anything. It only looks broken.
The preview in the Files panel runs HTML under the same policy, so what you see there is what people you share it with see.
How the assistant helps
The assistant has a skill for reports and dashboards. When you ask for one, it builds the file self-contained, checks it, and tells you when you can share it. In a centrally configured workspace, your administrator can provide their own version of the skill.
When a file isn't self-contained, Make self-contained has the assistant fix it in the background:
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It works in a chat of its own, on a copy of the file and the files it uses. It never works in your chat's folder.
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The fixed copy replaces your file only if it passes the check, and only if your file didn't change in the meantime.
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Your original file is kept in
.system/artifact-backupsin the chat's folder.
What sharing gives away
People you share a file with see everything in it. That includes data the assistant fetched with your connectors, such as figures from a CRM or tickets from a tracker. The Share dialog says so before you share. Put only the data the report needs in the file.
If you also share the chat the file came from, with Work with files on, people in that chat can change the file, and what they write reaches everyone the file is shared with.
Copies people download stay with them after you stop sharing. Downloading is off unless you turn it on.
Limits
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A workspace can share up to 30 files at once, unless your administrator sets a different range of ports.
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A shared file opens only while your workspace is running.
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Files can't be shared from a temporary chat, from a project's file view, or by a guest of a shared chat.
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There's no public link: only people in your project can open a shared file.