Managing Files
Search, sort, rename, preview, download, and delete files in Formula Bot. Includes data retention policies (60-day limit on free plan) and storage tips.
Keep your data organized with Formula Bot's file management features. Search, sort, rename, and delete files to maintain a clean workspace.
Viewing Files
Files Tab
The Files tab in My Data shows all your uploaded files with:
- File name
- File type icon
- Size
- Upload date
- Quick action buttons
Preview Files
Click on any file to preview its contents:
- Spreadsheets show data in a table view
- PDFs display page thumbnails
- Documents show text content
Searching Files
Use the search bar to find files quickly:
- Search by file name
- Search by file type
- Search by content (for text files)
The search updates results as you type.
Sorting Files
Click column headers to sort your files:
| Column | Sort Options |
|---|---|
| Name | A-Z or Z-A |
| Size | Smallest to largest |
| Date | Newest to oldest |
Click again to reverse the sort order.
Renaming Files
Give files descriptive names:
- Hover over the file
- Click the rename icon (or right-click)
- Enter a new name
- Press Enter to save
Use consistent naming conventions like [project]-[type]-[date] to keep files organized.
Deleting Files
Delete Single File
- Hover over the file
- Click the delete icon
- Confirm deletion
Delete Multiple Files
- Select files using checkboxes
- Click the bulk delete button
- Confirm deletion
Deleted files cannot be recovered. Make sure you have backups of important data.
Downloading Files
Download your files back to your computer:
- Hover over the file
- Click the download icon
- File saves to your downloads folder
Bulk Download
- Select multiple files
- Click the download button
- Files download as a zip archive
Using Files in Chats
Start analyzing a file directly from My Data:
- Find the file you want to analyze
- Click the chat icon
- A new chat opens with the file attached
- Start asking questions
You can also add files to existing chats from the left panel.
File Information
View details about any file:
- Original name - The name when uploaded
- File type - Format and extension
- Size - Storage used
- Uploaded - Date and time
- Last used - When last analyzed
Data Retention
Free Plan: 60-Day Retention
On the free plan, chats and files inactive for more than 60 days are automatically and permanently deleted. Upgrade to any paid plan for unlimited data retention.
| Free Plan | Paid Plans | |
|---|---|---|
| Chats & Messages | Deleted after 60 days of inactivity | Retained indefinitely |
| Uploaded Files | Deleted after 60 days | Retained indefinitely |
Storage Management
Check Usage
View your storage usage in Billing or at the bottom of My Data.
Free Up Space
- Delete files you no longer need
- Remove duplicate uploads
- Archive old analysis files
Upgrade for More Space
If you're running low on storage, consider upgrading your plan.
Best Practices
Organize by Project
Keep related files together:
- Use consistent naming
- Upload project files together
- Delete when projects complete
Regular Cleanup
- Review files monthly
- Delete temporary uploads
- Archive completed work
Backup Important Data
- Keep copies of critical files
- Export analysis results
- Document your workflows
Troubleshooting
File Won't Delete
- Refresh the page and try again
- Check if the file is in use
- Contact support if persistent
Can't Download File
- Check your browser's download settings
- Try a different browser
- Clear browser cache
File Appears Corrupted
- Try re-uploading the original
- Check the source file isn't damaged
- Contact support for help