In Datarails, data is stored in Fileboxes. A Filebox acts as a centralized container where multiple file versions with the same structure can be stored and differentiated by tags. Learn more about Filebox Types.

Opening a Filebox takes you to its Versions page. From here you can view and filter all versions, create new versions, act on one or several versions at once, share the Filebox, and open its settings.

The Versions page toolbar

• Search: Search versions or file names.
• Filters:
  • Versions: show the Last 3 versions (default) or All versions. This filter appears when versions are grouped, for example by Date tag.
  • Date tag (appears only if the Filebox has a Date tag).
  • Submission date.
  • Submitted by.
• Archived versions: Opens a separate page with the Filebox's archived versions.
• New version: Choose 'Upload file' to upload new version(s), or 'Generate calculated version' to create a version through calculation.
• Sync and Upload manually (exclusive to Integration Fileboxes): Sync pulls a new version from the integration source.

When the Filebox has a Date tag, versions are grouped by date, for example by month. Click a group to open or close it.

Filebox version actions

Accessible from the three dots ellipsis icon next to a Filebox version:

• Version details: Opens the version details, including the file name, who uploaded it and when, who last modified it, and the version ID.
• Online preview: Opens a web preview of the Filebox version.
• Calculate: Generates a new Filebox version under the same Date tag through calculation.
• Download: Downloads the Filebox version in Excel.
• Rescan: Rescans the Filebox version. Can be used in cases of a version 'Failed' error.
• Name this version / Rename version: Apply a version name (doesn't change the file name).
• Edit tags: Change the version's tags.
• Data mapper: Opens the Filebox data mapper, previewing the specific Filebox version.
• Exclude from DB / Include in DB (not shown for versions in a locked period): Exclude the version's data from the database, or include it. The status appears under the version's Data Status.
• Archive: Archive the Filebox version. Learn more about acting on several versions at once.

Act on several versions at once

Select versions with the checkboxes to act on them together: Rescan, Archive, and Compare where it is available in your account. Archive asks for confirmation first. On the Archived versions page, select versions and click 'Restore' to bring them back.

Create a new Filebox version

You can create a new Filebox version through the Workspace, the Versions page, or the Excel add-in. Versions can be uploaded manually, generated through calculation, or synced via Integration.

Upload a new version via the Workspace

1. Navigate to the Workspace and select the relevant Filebox.
2. Click the Upload icon on the Filebox row (or 'Upload' in the three dots ellipsis icon).
3. Drag and drop your file or browse to select the file. You can upload up to 100 MB in total per upload.
4. If a Filebox tag exists, assign a version tag.
5. Click 'Upload'.
6. The file will be uploaded to the chosen tag.

Upload a new version via the Versions page

1. Open the Filebox.
2. Click 'New version', select 'Upload file', and click 'Continue'. If you can only upload, the upload window opens directly.
3. Drag and drop your file or browse to select the file. You can upload up to 100 MB in total per upload.
4. If a Filebox tag exists, assign a version tag.
5. Click 'Upload'.
6. The file will be uploaded to the chosen tag.

Sync a new version

Read more about syncing in Managing Integration Fileboxes.

Calculate a new version

In certain instances, a Filebox version may include Datarails formulas or tables that dynamically update with changes in the source data. Click 'New version' and select 'Generate calculated version', or use Calculate from a version's three dots ellipsis icon. To update versions automatically, read more about Auto Calculate.

Create a new version via the Excel add-in

The file must be saved on the PC before creating a new Filebox version from the Excel add-in.

1. Open the relevant file.
2. Navigate to Datarails add-in in the toolbar and select 'Connect'.
3. The 'Save As' window will open if the file is unsaved. Choose a location and click 'Save'.
4. In the 'Connect as Filebox' window, select the relevant Filebox.
5. If a Filebox tag exists, assign a version tag.
6. Click 'Connect to Existing'.
7. The file will be uploaded to the chosen tag.

Filebox and version tags

Version tags keep your data well-organized, easily accessible, and accurately tracked over time. You can use them to filter and search for versions, distinguish Forecast versions within specific timeframes, differentiate Budget Cycles, and more.

• Scenario: The tag is applied uniformly to all versions uploaded to the Filebox. It can be Actuals, Forecasts, Budget, or None.
• Date: When enabled, each version is assigned a different date label. Tags can be set to Day, Week, Month, Quarter, or Year. For Budget scenarios, the options are limited to Year or Year & Quarter, depending on whether the Budget Cycle tag is active. In Forecast scenarios, the default tag is 'Forecast', for example "2+10 2024".
• File Status: When enabled, each version can be labeled as either Draft or Final.
• Budget Cycle: Exclusive to the 'Budget' scenario. When enabled, each version is assigned a distinct Budget Cycle label.

Assign Filebox tags

You can assign Filebox tags when you create the Filebox, or afterward from the Filebox settings:

1. Open the Filebox settings: Settings in the row's three dots ellipsis icon, or the settings button on the Versions page.
2. Go to the 'General' tab.
3. Assign the appropriate tags: Scenario, Date, File Status, and Budget Cycle (visible only if Scenario is 'Budget').
4. Save your changes.

Assign a version tag

You can assign a version tag while uploading a version, or afterward:

1. Open the Filebox and find the version.
2. Click on the three dots ellipsis icon and choose 'Edit tags'.
3. Select the new version tags and save.
4. The version will now be saved under the updated tags.

Save an existing version with a new tag via the Excel add-in

You can save an existing version with another Date tag but not change the version's current Date tag.

1. Download the relevant Filebox version.
2. Access the Datarails add-in from the toolbar.
3. If Filebox tags exist, they will be displayed under the Info section.
4. Click on 'Change tags', select the new version tags, and save the changes.
5. The version will also be uploaded to the new Date tag.

Version statuses

• Uploading: File is currently being uploaded to the Filebox.
• Uploaded: File was successfully submitted to the Filebox.
• Scanning: Post submission, Datarails is currently extracting data from the file. Appears if the Filebox has a data mapper applied.
• Pending: File scanning is done, and the extracted data is awaiting additional modifications before it can be added to the table. Appears if the Filebox has a data mapper applied.
• Included in DB: Data from your file has been successfully extracted and stored within your database.
• Partial Success: Data from your file has been partially extracted and stored within your database. Can appear if several data mappers are applied on the Filebox. Click on the 'Partial Success' icon to review the data mapper statuses.

Version errors

• Submission Error:
  • Problem: The system was unable to upload your file successfully.
  • Solution: Try to re-upload your file. Note that the platform accommodates files up to 100 MB. If issues persist, reach the Support team.
• Mapping Failed:
  • Problem: The system couldn't extract data from your file due to changes in file structure.
  • Solution: Click the 'Mapping Failed' icon for a detailed Mapper Failure report. Ensure no unexpected changes occurred in the file structure. If you're uncertain about the next steps, reach the Support team.
• Failed:
  • Problem: The platform was unable to extract data successfully from your file.
  • Solution: Rescan the Filebox version via the three dots ellipsis icon. If issues persist, reach the Support team.

Share a Filebox

Click 'Share' on the Versions page, or select Share from the Filebox's three dots ellipsis icon in the Workspace. Sharing uses the same share dialog as the rest of Datarails. Learn more about permissions.

For Integration Fileboxes, the Logs panel shows the history of every sync.

Filebox settings

Open the Filebox settings from the settings button on the Versions page, or Settings in the Filebox's three dots ellipsis icon in the Workspace. Settings are organized into tabs: General, Notifications, and Advanced. Each Filebox shows only the settings that fit its type. Within the settings, you are able to:

• Customize Filebox tags, including Scenario, Date tag, File Status, and Budget Cycle (if applicable).
• Enable the Auto Calculate feature for the Filebox.
• Set notifications.
• Under Advanced: data mapper processing, output and publishing, the Filebox type, and password-protected files.

Password-protected files

To store the password for encrypted Excel files, open the Filebox settings and go to Advanced > General settings > Password-protected files.

If you upload a password-protected file that Datarails can't open, Datarails asks for the file's password right after the upload.

Updated November 05, 2026 19:38