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Documents and files: where things live

Overview​

What it is: Sprezz keeps files in a few different places, each for a different job. This page tells you which place is which, so you know where to put a file and where to look for one.

Who uses it: everyone. Documents, the editor, SharePoint and Vault are open to anyone who is signed in. The Library needs Library access. A project's or a program's files are open to the people on that project or program.

Common Tasks​

Where are my files?​

It depends on how the file got in:

  • Uploaded on the Documents page (sidebar Tools > Documents): it is in your own list on the Documents tab of that page. Only you see that list.
  • Created or opened as a Word, Excel or PowerPoint file to edit in the app: it is in the editor's document list, and also on the Artifacts tab of Documents.
  • Attached to a chat with the assistant: it belongs to that chat. Use Add from Documents in any chat to attach a file you have already uploaded.
  • Uploaded to a project (the Files section on the project's Overview): it belongs to the project, and every project member sees it. Processed copies are listed on the project's Documents page.
  • Uploaded to a program (the program sidebar Documents and Mods > Docs): it belongs to the program's record, with its contract documents and modifications.
  • In SharePoint: it stays in SharePoint. Sprezz shows it to you through sidebar Tools > SharePoint once you connect your Microsoft account.

Who can: anyone signed in has Documents, the editor and chat. Project files need project membership; program Docs need access to the program. Ask the project owner or program lead to add you.

What's the difference between Documents, Library, Vault and SharePoint?​

  • Documents (sidebar Tools > Documents): your personal uploads. Each file is turned into text so it can be searched and read by the assistant. It has two tabs: Documents (your uploads) and Artifacts (things the assistant made for you, plus your editable Word, Excel and PowerPoint files).
  • The editor (the list headed Documents, "Real-time collaborative editing for .docx, .xlsx, and .pptx"): where Word, Excel and PowerPoint files open and are edited inside Sprezz, with folders and version history.
  • Library: not a file store. It holds reusable written content for proposals and responses: Evidence, Template, Proof point, Narrative and Reference items, each released to an audience before others can reuse it.
  • Vault: the page exists but has nothing on it yet. Don't store anything there.
  • SharePoint (sidebar Tools > SharePoint): a window onto your company's SharePoint sites. Files stay in SharePoint; you only see what your Microsoft account can see.

Who can: anyone signed in can use Documents, the editor, Vault and SharePoint. The Library needs Library access; if you can't open it, ask your administrator.

What's the difference between my Documents, a project's documents and a program's Docs?​

  • Documents (sidebar Tools > Documents) is personal. It lists only files you uploaded. The Project column shows Standalone for a file that isn't tied to a project, or the project's name.
  • A project's documents belong to the project. Upload them in the Files section of the project's Overview; the processed results are listed on the project's Documents page ("Processed documents from this project's uploads"). Every member of the project can see and download them.
  • A program's Docs (program sidebar Documents and Mods > Docs) is the program's official record: its Documents, Modifications and Lineage tabs. Anyone who can open the program can read it.

Uploading a file to one place does not copy it to the others.

Who can: project owners and members upload project files (View Only members can only look). Program Docs are read by anyone who can open the program. Ask the project owner or program lead for access.

Who can see my uploads?​

  • Documents page uploads: only you. Your Documents list, and the Add from Documents picker in chat, show only files you uploaded.
  • Chat attachments: they belong to the chat. Files the assistant makes for you in a chat say "Only you can download it, from this chat."
  • Project files: every member of the project.
  • Program Docs: anyone who can open the program.
  • Editor documents: your list shows only your own. Share copies a link; the dialog says "Anyone in your workspace with this link can open and co-edit the document."
  • SharePoint: Sprezz never widens SharePoint access. Each person sees only what their own Microsoft account can open.

Who can: everyone signed in has a Documents page and the editor. For a project or a program, ask its owner or lead to add you.

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