--- title: "Collaboration Files: A space to store and share general files" description: Documents provides a place for you to store documents that can be viewed by the team. --- [Skip to content](https://help.kobas.co.uk/files#main-content) English Show submenu for translations [More support](https://help.kobas.co.uk/kb-tickets/new?hsLang=en) [![kobas-logo-inverted-1200px-w-72ppi](https://help.kobas.co.uk/hs-fs/hubfs/kobas-logo-inverted-1200px-w-72ppi.png?width=140&height=34&name=kobas-logo-inverted-1200px-w-72ppi.png)](https://help.kobas.co.uk/?hsLang=en) - Top Articles Show submenu for Top Articles - [🖨️ Printer Issues](https://help.kobas.co.uk/printer-troubleshooting) - [💻 Tills, KDS & UPS Issues](https://help.kobas.co.uk/till-ups) - [📱MPoS (tablet) Issues](https://help.kobas.co.uk/mpos) - [🌐 Network Issues](https://help.kobas.co.uk/network-troubleshooting) - [Log into Kobas Cloud](https://login.kobas.co.uk/) - [Ticket Portal](https://help.kobas.co.uk/tickets) Open main navigation Close main navigation - Top Articles Show submenu for Top Articles - [🖨️ Printer Issues](https://help.kobas.co.uk/printer-troubleshooting) - [💻 Tills, KDS & UPS Issues](https://help.kobas.co.uk/till-ups) - [📱MPoS (tablet) Issues](https://help.kobas.co.uk/mpos) - [🌐 Network Issues](https://help.kobas.co.uk/network-troubleshooting) - [Log into Kobas Cloud](https://login.kobas.co.uk/) - [Ticket Portal](https://help.kobas.co.uk/tickets) - English Show submenu for translations - [More support](https://help.kobas.co.uk/kb-tickets/new) How can we help you? - There are no suggestions because the search field is empty. 1. 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[Compliance & Task Management](https://help.kobas.co.uk/operations?hsLang=en#compliance-task-management) January 29, 2026 # Collaboration Files: A space to store and share general files ## Files provides a place for you to store documents that can be viewed by the team. **Who can use this feature:** 🥇Accounts on all plans. 🔐Users with access to **Operations \> Files** permission. #### Jump to: - [Introduction](https://help.kobas.co.uk/files#intro) - [View and Edit permissions](https://help.kobas.co.uk/files#permissions) - [Creating Categories](https://help.kobas.co.uk/files#categories) - [Viewing documents](https://help.kobas.co.uk/files#view) - [Uploading, editing and deleting documents](https://help.kobas.co.uk/files#edit) - [Logging and editing](https://help.kobas.co.uk/files#logs) --- ### Introduction Our Collaboration Documents area in Kobas Cloud allows you to store documents that can then be accessed by your staff team. This can be found in Kobas Cloud by navigating to **Operations \> Files**. **Note:** This feature allows the uploading, storing and viewing of a wide range of business related files. This is different to the Employment Document manager. The file types which can be stored and viewed within Documents: - Bitmap image file (bmp) - Word document (doc / docx) - Graphics Interchange Format (gif) - Image files (jpg / jpeg) - Open document format (odf) - Portable Document Format (pdf) - Portable Network Graphics file (png) - Rich Text or Text files (rtf / txt) - Microsoft Spreadsheets (xls /xlsx) - Microsoft PowerPoints (ppt / pptx) This section is accessed directly by pressing **Files** from your main navigation bar. --- ### View and edit permissions There are two [permissions](https://help.kobas.co.uk/permission-levels?hsLang=en) linked to this area of Kobas: - View - staff with this permission will only be able to view files already added. - Create / Edit / Delete - staff with this permission can manage categories, upload, update, and delete files and descriptions. --- ### Creating Categories Once in the Collaboration Documents screen, if you go to **Add File** you can choose the document category if it already exists, or you can create a new category. ![](https://help.kobas.co.uk/hs-fs/hubfs/image-png-Aug-26-2025-06-04-56-4131-AM.png?width=620&height=600&name=image-png-Aug-26-2025-06-04-56-4131-AM.png) --- ### Viewing files Those with View or Edit permissions can navigate to the **Operations \> Files** tab on the main navigation bar. Then choosing view allows you to see when the document was created and updated, then to view the file: ![](https://help.kobas.co.uk/hs-fs/hubfs/image-png-Jul-02-2024-04-54-33-3756-PM.png?width=398&height=207&name=image-png-Jul-02-2024-04-54-33-3756-PM.png) --- ### Uploading, editing and deleting files To upload a new document, from the list screen you can choose **Add File**, where you can upload, choose category (or create a new one) and give the file a description. Those with permission, when pressing **View**, will then also be able to access **Edit** (to revise the document or description) or **Delete**. ![](https://help.kobas.co.uk/hs-fs/hubfs/image-png-Jul-02-2024-04-55-00-8310-PM.png?width=398&height=207&name=image-png-Jul-02-2024-04-55-00-8310-PM.png) --- ### Logging and reporting We do who has edited, created, viewed and deleted files in this section of Kobas. This can be accessed through the [Cloud Audit Log](https://help.kobas.co.uk/audit-logs?hsLang=en). Furthermore, by contacting our [Support Help Desk](mailto:support@kobas.co.uk), we can schedule an email report periodically (such as weekly, monthly) detailing which staff members have viewed certain documents. 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