Documents

Documents is your team's shared file storage. Clapilot reads every file, recognizes its type and content, matches it to a contact and writes a short summary. The agent can search all documents and quote from them.

When you first open it: new accounts see a short introduction, Documents that sort themselves, and upload their first files right there. See Module introductions.

The file storage

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1. New folder – creates a physical folder.
2. New document – creates a Word document, an Excel spreadsheet, a Markdown document or a Note.
3. Choose files – uploads files; the icon next to it uploads a whole folder.
4. Search – searches titles and content.
5. Filter contact – shows only one contact's documents; to the right you filter by Category, and below you choose the Sort order.
6. List / Grid – switches the view.
7. My files – the start view, like Google Drive: your folders first (with Google Drive and Microsoft 365 as folders of their own), then the documents without a folder. A click opens a folder with its subfolders and documents; the path bar (My files › Folder › Subfolder) takes you back. Below follow Recent (documents you opened or uploaded lately), Starred (your starred documents), All documents as a flat list, and Google Drive, Microsoft 365 and reMarkable notes.
8. Smart folders – virtual folders that Clapilot builds from the recognized document types, such as Tax returns, Contracts or Correspondence. Your own Folders follow below.
9. Actions – a file's menu (see below).

Browsing Google Drive: Clicking Google Drive shows your entire connected Google Drive with all folders and subfolders – like the file explorer. Click a folder to open it; the path bar or the .. row takes you back. Search finds file and folder names across the whole Drive. Clapilot imports files from the last 90 days into Documents automatically; older files (status Drive only) are imported when you open them and are then also available to your agent. Files that cannot be imported open directly in Google Drive via the arrow icon. The folder structure syncs every few minutes.

Your agent writes to Google Drive: Ask the agent, for example, “File the contract in accounting/freelance/2026/3”. It can upload documents to Google Drive, create folders, and move, rename, and copy files. It never overwrites a file with the same name; it asks you instead. It moves files to the trash only after your approval, and they stay restorable there for 30 days. Every write is logged.

Starring: Choose Star in a file's menu; the star appears next to the name and the document shows up under Starred. Remove star takes it out again. Stars and Recent are yours alone – your team sees the same documents but its own stars. A search or filter shows matches from all folders.

Selecting several items: Hover over a row and tick the box on the left (on a phone: Select in the file's or folder's menu). While something is selected, a click adds more files and folders; hold Shift to select a range, Cmd/Ctrl for single items, and the box in the header selects everything. The bar at the top then offers Move (to My files or a folder), Star, Download and Delete. Deleted documents are gone for good; deleted folders move their contents up one level. Dragging a selected file onto a folder moves the whole selection. Esc clears the selection.

Managing folders: Right-click a folder on the left to create a subfolder, rename it or delete it. Deleting moves the documents and subfolders inside up one level, so nothing is lost. Right-clicking an empty spot in the file list creates a new folder inside the folder you have open; the New folder icon in the toolbar does the same. In the dialog, Location sets where the folder is created – at the top level or inside any existing folder. The Mac app supports the same right-click menu; on iPhone and iPad, press and hold a folder or use the folder menu.

Uploading by drag and drop: Drag files or whole folders anywhere onto the page or directly onto a folder on the left. You move existing documents into a folder the same way. For very large numbers of files, Clapilot asks whether to Index only, analyze a sample or Analyze all.

Preview and AI analysis

The eye icon in a row opens the preview.

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1. Share link – turns on a link that lets you show the document to people without Clapilot access. Once it is active, you copy it with one click.
2. AI analysis – a short summary of the content and, where it makes sense, a suggestion for a better file name.
3. Workflow – what Clapilot did with the document: Document understood, Analyzed, the matched contact and whether further action is needed. Under Extraction details you see the recognized fields.

At the top right, you download the file, open it in a new window or close the preview.

The file menu

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1. Actions – Preview; Open in Word Canvas or Open in Excel Canvas for office files; Open case takes you to the related contact; Send as letter and Send as fax send the document; plus Download, Export as PDF, Rename, Move to and Delete.

Right-click a file to also get Copy and Share – by email, fax, post, or to a Team Chat channel or as a direct message.

Editing Word, Excel and Markdown

You edit office files right in Clapilot:

• Word Editor – text with formatting, tables and images. Cmd/Ctrl + S saves.
• Excel Editor – spreadsheets with formulas, formatting and multiple sheets; XLSX, XLS and CSV. While you type a formula (such as =SUM(), click or drag across cells to insert their reference – just like in Excel. F4 switches between relative and absolute references ($A$1). A selected cell puts the cursor at the end of its content, so you can keep typing; dependent formulas update right away.

When you open Word or Excel straight from the menu, you start with a new, blank file. It only appears in Documents once you enter something – an untouched file leaves nothing behind. + starts another one at any time, and the document picker opens existing files.

• Markdown – lightweight text documents, ideal for checklists and templates.

The agent can write in all three formats: “Create a Word document with a cover letter to Elbtal Logistik about extending the deadline.”

What you can ask the agent

• “Find the service agreement with TechVentures and summarize the liability clauses.”
• “Which documents from Perspektive Pflege came in this month?”
• “Move all receipts without a folder into the Geschäftskonto folder.”
• “Send the annual accounts report as a letter to the management of Elbtal Logistik.”