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Files

Workloom lets you attach files to people, contracts, and other records — keeping everything in one place instead of scattered across email threads and shared drives.

Private by default​

Every file uploaded to Workloom is private by default.

This means only admins and the person the file belongs to can see it. Other team members — even managers — cannot access it unless it has been explicitly shared with them.

This is intentional. Contracts, personal documents, and HR records often contain sensitive information that shouldn't be visible to everyone in the workspace.

tip

When in doubt, leave files private. You can always share later — you can't un-see something once it's been accessed.

Sharing a file​

If a file needs to be accessible to other team members, you can share it directly from the file's settings.

  1. Open the record the file is attached to (a person's profile, a contract, etc.)
  2. Find the file in the Files section
  3. Click the share or visibility option next to the file
  4. Select the team members or roles you want to grant access to
  5. Save

Shared files remain visible to those people until access is removed.

Removing access​

To make a shared file private again:

  1. Open the same file settings
  2. Remove the people or roles that currently have access
  3. Save

The file is immediately private again. Anyone who had access will no longer be able to open it.

Who can always see files​

Regardless of sharing settings, the following always have access:

  • Admins — full access to all files in the workspace
  • The file owner — the person the file is attached to can always see their own files

Supported file types​

Workloom accepts most common document and image formats, including:

  • PDF (.pdf)
  • Word documents (.doc, .docx)
  • Images (.jpg, .jpeg, .png)

If you need to upload a file type not listed here, contact your workspace admin.

Files and AI extraction​

When you upload a contract or resume, Workloom can read it and suggest key details automatically. The file itself stays private — AI extraction doesn't change its visibility.

See AI Extraction for how that works.