Filter files

Filters turn a large file list into a useful answer

Use filters when Files has too many results to inspect manually. You can narrow the list by scope, file type, uploader, upload date, project, canvas, search term, and sort order. The goal is not just to make the list shorter; it is to find the file in the context where it was actually used.

For example, searching for proposal across a busy workspace may show old drafts, client proposals, and internal planning files. Filtering to PDFs, a specific project, and the last 30 days can turn that noisy list into the one deck you need. If the file is attached to a canvas, opening the containing canvas gives you the conversation around it.

For broader file concepts, see Files overview. For scope decisions, see Find files by project or canvas.

Start with scope before adding filters

Scope is the biggest filter. Decide whether you need workspace Files, project Files, or canvas Files before you add detailed filters. A project-scoped search is often faster and easier to understand than a workspace-wide search with many filters.

Open the workspace Files view when you only know the filename, uploader, or file type. Open project Files when you know the project. Open canvas Files when you know the exact canvas. Then add filters only as needed.

If you are not sure where the file lives, start broad, search for a distinctive part of the name, and use the containing canvas or project shown in the result to narrow from there.

Search by filename or visible file details

Use the Files search box for terms from the file name or visible file details. Short, distinctive words work best: budget, contract, q3, research, logo, or a client name. If the filename has punctuation or a version number, try the plain word first before searching the exact full name.

Files search is different from Search across ALLO. Global Search is better when you want canvases, projects, people, and other work. Files search is better when you want file rows and file actions. Files search is not a guarantee that every word inside every file is searchable.

When search results look wrong, clear filters and try a shorter term. If search still misses the result, use When search misses a result to check workspace, access, name changes, and timing.

Filter by file type

File type filters help when the file name is not enough. Common type groups include images, PDFs, documents, videos, audio, and other files. Type groups are based on the file information ALLO can identify, so an unusual extension can appear under another or other-type group.

Use image filters for screenshots, diagrams, exported boards, and campaign assets. Use PDF or document filters for briefs, contracts, decks, and reports. Use video or audio filters for recordings and media reviews. Use other files when the item is a zip, design source file, data export, or format that does not fit a standard preview group.

If a file appears under the wrong type, check the extension and whether the upload has a clear file name. You can still preview, open, or download based on what ALLO supports for that file.

Filter by upload date

Date filters help when you remember roughly when the file was added. Use recent dates to find a file from today’s meeting, this week’s upload, or the latest handoff. Use older ranges when you are auditing historical material or recovering files from an old project.

Be careful with date assumptions. The date shown in Files is about when the file appeared in ALLO or when it was uploaded, not necessarily the date the file was originally created on someone’s computer. A PDF created months ago can appear as a new file if it was uploaded today.

If a file was removed, date filters in ordinary Files may not find it. Check Trash, especially if the deletion happened recently.

Filter by uploader

Uploader filters help when you remember who added the file. This is useful for team workflows where designers upload assets, legal reviewers upload contracts, or a meeting facilitator uploads recordings.

If the uploader you expect is missing, confirm the workspace and project first. The person may have uploaded the file in another workspace, through a shared canvas, or under a different account. If a teammate’s account was deactivated, existing file rows may still show their name, but permissions and availability can depend on the containing work. See Deactivated access if account state is part of the problem.

Filter by project or canvas

Project and canvas filters help when the broad Files view is too noisy. Filtering by project can answer “show me all files used in this launch.” Filtering by canvas can answer “show me only attachments from this workshop board.”

Project and canvas filters depend on access. If you cannot access the project or canvas, it does not appear as a filter option. If you can access a shared canvas but not the parent project, search from the shared canvas itself or use Shared with me.

If a project filter does not show a file you expect, open the file from workspace Files and check its containing canvas. The canvas may not be in that project anymore.

Sort the list

Sort order changes how you review results. Newest is best when you are finding recent uploads or the latest version. Oldest helps when you are auditing legacy material. Largest helps with storage cleanup. Smallest can be useful when checking lightweight attachments or verifying that thumbnails and small assets were uploaded.

When you are actively searching by term, ALLO limits sort choices to the options that make sense for search results, such as newest and oldest. Clear the search term if you need the full browse-mode sort options.

A practical filtering workflow

Start with the broadest reliable clue. If you know the project, open project Files. If you know the uploader, add the uploader filter. If you know the type, add the type filter. If you know a piece of the filename, search that term. Then sort by newest unless you have a reason to do otherwise.

After you find a likely file, preview it before downloading or removing it. If there are multiple similar rows, open the containing canvas to confirm which one belongs to the workflow you care about. This prevents mistakes with duplicate-looking filenames.

If you are cleaning storage, filter to large files first, then open each containing canvas before removing anything. A large file may still be the source file for a live workshop, client handoff, or dashboard. See Files, storage, and quota.

Why filters can hide the right file

Filters are sticky enough to help you continue a focused search, but that also means they can accidentally hide results. If a file is missing, clear the search box, remove type and uploader filters, return to workspace Files, and reset sort to a normal browse order.

The most common filter mistakes are searching inside the wrong project, filtering to the wrong file type, using an old uploader assumption, and searching the exact full filename when the visible name has changed. Try one clue at a time until the list starts to move in the right direction.

If you still cannot find the file, open Activity to look for the upload or removal event, check Trash, and confirm with the owner that you still have access to the containing canvas.