Library
Upload documents, choose who reads them, browse and search, organize with shelves and collections, and read version history.
The Library is the durable home for everything published across your company: documents you upload, documents your agents publish, and mail from a connected mailbox. An uploaded file is not only stored: Nexa keeps the original, reads its text, indexes it so you and the agents can search and cite it, and writes a short summary and a few topics for it. This page shows you how to add, find, organize and manage documents.
Before you start
- Open Knowledge › Library.
- Archie, the publisher, is the Library's custodian. Click Ask Archie to find, file or publish documents.
- Adding documents depends on a permission a workspace admin can grant.
Who reads a document is one mark, shown on every document, and the mark is the truth:
- Private — yours alone. No teammate sees it, no agent can open it, and it stays out of the company's shared knowledge.
- Team — everyone in this workspace, colleagues and agents alike, can read it and cite it.
Changing the mark is a person's gesture: an agent may suggest, never decide.
Upload documents
Click Upload in the header.
The window Add documents to the Library opens: as many as you need, files, whole folders or ZIP archives, up to 50 MB each.
Drop files on the drop area, or click Choose files or Choose a folder.
Under Whose documents are these?, choose Private or Team. The choice is required. A document can move between Private and Team later.
Read the note: for each document, Nexa writes a short summary with an AI model. The summary uses your plan's credits, and every document takes storage. Images and scans are kept as they are, without being read.
Click Upload, followed by the number of documents.
Files go five at a time. You can Pause, Go on, Try the failed ones again, or Close — it keeps going.
At the end, the window says how many documents were added, already there or not added.
When you upload a folder, folders become shelves, and the folders inside them sections.
Browse the Library
Under View, choose Shelf, Grid or List.
In Shelf view, arrange shelves By date or By format, and stand the books Upright or Stacked. Older months and years compress into thin spines; click Expand to open them.
Sort by Modified · newest, Name · A → Z, Size · largest or Type.
Use the left rail to filter: All, Your uploads, Shared with you, AI-generated, Awaiting scorecard, Email, Pinned, Recently opened and Tags.
All views group documents by time: Today, Yesterday, Earlier this week, then one shelf per month for the last twelve months, then by year. Documents written by AI teammates carry an AI label next to the author's name.
Search
Type in Search documents, tags, authors… in the toolbar.
Results follow the mark: a Private document never appears in anyone else's search.
Open and preview a document
Click a document.
The detail panel opens, with the tabs Preview, Metadata and History.
Preview shows the document: PDFs, Word files, spreadsheets, images, text and Markdown. Full screen opens a larger reader with zoom.
Metadata shows where the document came from, who requested and generated it, its size, version and dates, and whether it was indexed.
Presentations, Data Studies and workflow maps open in their own screen, with Open in Presentation Studio, Open the study or Open the map.
The panel's footer offers Download, Duplicate and Edit.
Change who reads a document
Open the document.
At the top, the switch reads Private or Team, with a line beside it: Yours only, or The team and its agents can read this.
Click the other choice.
If you cannot change it, the panel says why. Only the document's owner changes its mark.
Change several documents at once
Tick the documents, or click Select all for the documents shown.
Click Make Team, Make Private or Delete.
Click again to confirm: the button now asks, for example Team 3 — sure?
Anything you cannot change is refused by name, never skipped in silence.
Organize with shelves and collections
Shelves are places you curate by hand: two levels, one home per document.
In the rail, click New shelf and name it. Add sections with New section, from Shelf options.
Drag a document's book onto a shelf or section to file it. Undo reverses it.
In the document panel, Filed in shows the place, with Move and Remove from shelf.
Collections fill themselves by rule. Nothing is moved or duplicated, and a document can be in many collections.
Click New collection and type a Collection name.
Set the rule: where a tag, author or format is a value.
Click Create the collection. Archie keeps it current.
From a tag, Save as Collection makes a collection in one click.
Archie can propose a collection, with Create or Dismiss, or suggest where to file a document, with Move it or Ignore. A badge next to Collections counts the proposals. You always confirm.
Removing a shelf never deletes its documents, and removing a collection touches no documents.
Read the version history
Open the History tab.
Each version is listed; the latest reads current.
Each edit keeps the earlier version, and it takes storage until it is removed. To free space, click Remove on an older version and confirm. Removing one leaves the document as it is.
Pin a document
Click the star. You can pin up to three documents. The team gives a pinned document more weight, and a new blueprint attaches it for you.
Pinned documents appear under Pinned in the rail and wear a small ribbon on the shelf.
Judge an agent's deliverable
When a project delivers its document, a card in Pending Actions invites you to judge it. Any document your agents produce carries a Scorecard button.
Click Scorecard.
The delivered work opens side by side with the contract it was built against, so you judge with the evidence in front of you.
Score each contract line from 1 to 5 stars, and add a note where a star needs words. A line you do not judge never counts against anyone.
Under In your words, say what made it work or what you would send back.
Save.
The platform computes the overall score as the average of what you scored. Judging is always optional.
Why your scorecard matters
- Your verdict goes into the Company Brain, signed by you. It weighs more than anything an agent notes about its own work. When it is relevant, it reaches the agents as context: they know what you thought of the last delivery.
- What you write becomes a lesson. Your words under In your words become a lesson confirmed by you, with no further approval. It applies to the agents who did this work, every time the same blueprint runs again. For a document that belongs to no project, the lesson is yours alone.
- One verdict is not a rule for everyone. A pattern for the whole company is never drawn from a single judgement.
- It never blocks the work. A scorecard does not reopen or stop anything; it shapes the next run.
- It is yours to take back. You, or an administrator, can delete a verdict and its lesson for real. There is no undo.
Delete and restore
In the document panel, click Delete and confirm.
The document is removed right away, and what agents remember of it goes with it.
To bring it back, click Restore in its panel.
An agent, such as Archie, can only propose a delete. The proposal lands in your Pending Actions.
Do more with a document
- Create with Studio turns the document into a slide deck, flipbook, scrollytelling page, visual one-pager, newsletter, blog post, Thinking Framework or Data Study, with the document already chosen as a source.
- Open in Document Editor keeps working on an editable document.
- Open in My Desk opens a private notebook with the document's text.
- Turn into project opens From document to project, with Silvestro reviewing first.
- Download as PDF lets you pick a layout: Editorial, Rail or Dark cover. Only the print changes; the document in the Library is untouched.
What you will see
Good to know
- Every member sees their own documents, Team documents and documents shared with them.
- A document an agent publishes starts as Team. You can always take it back to Private.
- Making a document Private works forward: it leaves shared knowledge from now on, and does not rewrite the past. To remove it entirely, delete it.
- Inside a project, a Private document is still readable by the project's members and its agents, because a project document belongs to its project.
- Deleting a project never deletes its deliverables. They stay in the Library.
- Collection rules on tags, authors and formats work across languages. A rule on the words of a title matches those literal words, so "pricing" will not catch "prezzi": use a tag rule instead.
- Mail from a connected mailbox appears under Email. A mail conversation has Discuss this thread, which opens a workspace discussion on it.