Shared files are public and visible to everyone. They can be used in all tasks. Shared files can be used in the task text anywhere the rich text editor is available. An image can be added to the text editor, where the URL is the shared file's filename, preceded by shared/. For example, if the shared file is named "pildike.jpg," the URL to use in the task text would be shared/pildike.jpg.
| Field / Button | Explanation | Conditions |
| File name | File name or part of it. The wildcard character % can be used. |
Textfield |
| Theme | Topic or part of it saved with the file. The wildcard character % can be used. |
Textfield |
| Type | Type saved with the file. The selection will display the types entered under Classifications → Shared File Type. | Dropdown menu |
| Search | Searching for files based on the selected parameters. | Button |
| New | Opens the form to add a new file. | Button |
The file addition form contains the following information.
| Field / Button | Explanation | Conditions |
| File | A button to upload a file; when clicked, it opens the option to upload the file. Once the file is saved, its filename is displayed as a link, which can be clicked to download the file. If the file is saved and it is an image file, the image will also be displayed below the form. | Button |
| Theme | A topic can be added to the file to associate it with a specific subject. The title can be used when searching for the file. | Textfield |
| Type | File type, selected from the dropdown menu under Classifications → Shared File Type. It can be used when searching for the file. | Dropdown menu |
| File name | When adding a new file, the filename is not visible before the file is saved. Once the file is saved, its name will be the name of the uploaded file. This can be changed later. The file name must be unique, as tasks reference shared files via the file name. To avoid duplicate file names, it is recommended to change the file name after uploading, adding meaningful directories, such as: flags/estonia.png. | Text field. This appears after the file has been uploaded and saved. |
| Edit | Opening the form in edit mode. The button only appears in view mode. | Button |
| Save | Saving the data. The button only appears in edit mode. | Button |
| Delete | Deleting the file. Be cautious when deleting, as the file may be used in some tasks. | Button |
| Back | Navigating back to the search. | Button |