The Workspace is where your team's files live in Datarails. Every budget template, actuals export, model and report is stored here in one organized place, with its full history, so you always know which file is current, who submitted it, and who can see it. 

Workspace benefits

• One home for every file. No more searching shared drives and email threads. Each file has one place, and everyone works from the same one.
• Every version is kept. When you upload a new file, the earlier ones stay. You can see what was submitted for each month, compare periods, and go back if you need to.
• Your files feed your reporting. Files in the Workspace are mapped to your Datarails data, so a new upload flows through to your dashboards and reports without rebuilding them.
• You control who sees what. Share a folder or a single file with the right people at the right level, and lock or archive files when a period is closed.
• You can see what's up to date. The grid shows when each file was last submitted and by whom, so gaps are easy to spot before month end.

Before you start

• Admins, Managers and Collaborators can open the Workspace. Viewers work in Reports, Dashboards and Storyboards instead.
• What you can do with a folder or Filebox depends on your access to it. Some menu options appear only for Owners.

Folders, Fileboxes and Collection Processes

Every Filebox has a type: Manual input, Model, Report, Lookup or Integration. The type decides where the Filebox lives and which options it shows. See Filebox Types.

Navigating the Workspace

1. In the left navigation, click Workspace. Main shows everything, and your favorite folders are listed under it for quick access.

   

2. The grid lists your folders and Fileboxes. For each Filebox you see its type icon, its tag, and when it was last submitted and by whom.

   

3. To narrow the list, use the search box, or click Type, select one or more Filebox types and click Apply. The filter covers the current folder and all its subfolders, so start at the top level to search the whole Workspace.

   

Creating a folder

Folders keep the Workspace tidy as it grows, and let you share a whole set of files at once.

1. Click + New.

   

2. Select New folder.

   

3. Enter a name and click Confirm.

   

The folder is added to the Workspace. Open it to add Fileboxes, Collection Processes or subfolders inside it.

Creating a Filebox

Create a Filebox for each file you'll update regularly. Datarails then keeps every version in one place and tags it for you.

1. Click + New and select New Filebox.

   

2. Choose the Filebox type (Manual input, Model or Report) and click Next. The window describes each type as you select it.

   

3. Enter a File name, select the Scenario, and set the tags. The Date tag sets how often the file is submitted, such as monthly. Turn on File Status if you want to mark versions as Draft or Final.

   

4. Click Upload File to add the first file now, or Create & Close to create an empty Filebox.

Uploading a new version

Uploading adds a new version and keeps the earlier ones, so your history stays complete.

1. On the Filebox's row, click the Upload icon. The Download icon next to it downloads the latest file.

   

2. In the Upload file window, drag your file into the box or click to browse. You can add several files, and each becomes its own version. Files can be up to 100 MB in total.

   

3. Check the date tag for each file. To email the people the Filebox is shared with, select Notify collaborators by email.
4. Click Upload.

Managing Filebox versions

The Versions page is the full history of a file: every submission, who made it, and whether its data is in your database.

1. In the grid, click the Filebox's name.

   

2. The Versions page opens. Versions are grouped by date tag, for example by month. Click a group to open or close it. Use the filters at the top to find a version by date tag, submission date or submitter.

   

3. To act on several versions at once, select their checkboxes, then click Rescan or Archive in the bar that appears.

   

From the top of the page you can also upload with New version, lock the Filebox, share it, open its settings, and restore versions from Archived versions.

Share a folder or Filebox

Sharing gives your colleagues access to exactly the files they need, at the level you choose.

1. Click the ⋮ menu at the end of the row and select Share.

   

2. The Manage members window lists who already has access. Click + Invite.

   

3. Select Members or Groups, enter the email address or group name, and choose a permission. Then click Invite.

   

More Filebox actions

Click the ⋮ menu at the end of a Filebox's row. The menu shows only the actions that fit the Filebox's type and your access.

Change a Filebox's settings

1. Click the ⋮ menu on the row and select Settings.

   

2. The Filebox settings window has three tabs: General, Notifications and Advanced. On General you can change the name, scenario, date tag and status tagging, and set up Auto-Calculate. Each Filebox shows only the settings that fit its type.

   

Archive a Filebox

Archive a Filebox you no longer use to keep the Workspace focused on current work.

1. Click the ⋮ menu on the row and select Archive.

   

2. Click Archive to confirm.

   

Archiving a Collection Process also archives every Filebox inside it. Folders can't be archived. They show Delete instead.

Folder actions

Click the ⋮ menu at the end of a folder's row.

When you're inside a folder, the same actions are in the Actions button at the top right.

Updated November 13, 2026 19:44