Preview, open, and download files

Choose the action that matches what you need next

Files gives you three different ways to work with a file: preview it, open the containing canvas, or download it. They sound similar, but they solve different problems.

Preview is for quick inspection. Open containing canvas is for context. Download is for taking the original file out of ALLO when that action is available. If you are unsure, preview first. It is the lowest-friction way to confirm that you have the right file before you change context or download something.

For the broader Files model, see Files overview. If you are still finding the right row, use Filter files.

Preview a file

Open Files, choose the file row, and select the preview action or click the file preview area if the row supports it. Preview opens the file in place or in a focused viewer, depending on the file type and the ALLO surface you are using.

Use preview when you need to confirm a screenshot, skim a PDF, check a visual asset, inspect a deck thumbnail, or verify that two similar filenames are actually different files. Preview helps prevent the common mistake of downloading or removing the wrong final, final-v2, or updated-final file.

Preview availability depends on file type, file health, plan or storage state, and permission. Some files can be listed but not previewed. Some file types may need to be downloaded or opened in the containing canvas instead. If preview is disabled or fails, see Unavailable and retention-locked files.

Open the containing canvas

Use Open containing canvas when the file only makes sense with the surrounding work. This is often the best action for design reviews, workshop outputs, research notes, launch plans, comments, and files attached to a decision.

Opening the canvas can show where the file sits, who commented on it, what project it belongs to, and whether there are newer files nearby. If the file is attached to a project canvas, opening the canvas also helps you move back to project views, tags, dates, and planning context. See Use project views and Add a canvas to a project for related project workflows.

If the canvas does not open, you may have lost access, the canvas may have been deleted, or the file row may belong to work shared with a different account. Use Fix shared access and When work looks missing.

Download a file

Use Download when you need the file outside ALLO: sending it to a client, editing it in another tool, archiving it locally, or uploading it somewhere else. Download gives you the file when ALLO can provide it and your permission allows it.

Download may be unavailable even when the file row is visible. That can happen when:

If download starts but the file will not open on your computer, confirm the file extension and try opening it with the app that created it. ALLO can store many file formats, but your device still needs software that understands the downloaded file.

Decide between preview, canvas, and download

Preview first when you are comparing files or checking content quickly. Open the canvas when the decision or conversation matters. Download only when you need the file outside ALLO or preview does not support the format.

For example, if a teammate asks “Can you check the newest pricing sheet?” search Files for the filename, sort by newest, preview the sheet if supported, then open the containing canvas if you need comments or approval history. Download only if you need to edit or share the original file elsewhere.

If you are cleaning up old attachments, preview and open the canvas before removing. A file may look old in Files but still be referenced by an active canvas or project.

Permissions and read-only situations

View-only users may be able to preview a file and open the containing canvas, but they may not be able to remove the file. Download can also be restricted by file availability, role, or workspace policy. If the interface shows a read-only state, respect it as a sign that your current role does not include the action you are trying to take.

Guests and external collaborators may see fewer actions than workspace members. A guest who was invited to one canvas should not expect to browse or download every file in the workspace. If the file was shared with you, open it from Shared with me or the exact shared link.

If you believe you should have more access, ask the owner to confirm whether they shared the canvas, the project, or the workspace. Sharing the canvas is not the same as granting full project or workspace access. See Members, guests, and external collaborators for the role model and Read-only access for edit-blocked states.

What to do when preview fails

Refresh the page and try again. If other files preview normally, the issue may be specific to that file type or file state. Try opening the containing canvas; the canvas may have a replacement file, comment, or note explaining what changed.

If the preview is blank but download works, download the file and open it locally. If both preview and download are unavailable, check whether the file is expired, storage-limited, deleted, or outside your permission. Use Unavailable and retention-locked files.

If the file is urgent and belongs to someone else’s work, contact the canvas owner with the file name, containing canvas, and what you tried. That gives them enough information to restore access, re-upload the file, or confirm that the file was intentionally removed.

What to do when download fails

Try preview first to confirm the file row is the one you need. Then open the containing canvas and check whether a newer version exists. If the download action is missing, it is usually a permission or availability issue rather than a browser problem.

If the download action appears but does not complete, refresh and try again. If it still fails, check whether your browser blocked downloads or whether the desktop app needs an update. For desktop-specific issues, see Troubleshoot the desktop app.

If the file is marked expired or unavailable, the fix is not repeated clicking. Review storage and retention guidance, then ask an owner or admin to restore the work or resolve the plan state if needed.