Managing knowledge files
Archive a file you no longer want in play, delete one for good, tag your documents, and read what History actually records.
A product gets retired, a competitor disappears, a segment stops being one you sell to. The file describing it should stop shaping your Knowledge Base without you having to throw away what it says. Everything for that lives behind the ⋯ menu in a file's header.
Renaming
The title is editable in place. Click it, type, and press Enter to save or Escape to cancel. If someone else changed the same file while your rename was open, you get This file changed while you were editing — reload. Reload and rename again.
Archiving
Archive freezes the file and takes it off the shelf. You get the toast File archived, and the file itself becomes read-only: the type caption gains · Archived, every field shows Not filled in yet where it is empty, the title, tags and citations can no longer be edited, and the review chip and save indicator disappear. Anything that tries to write to it is refused with This knowledge file is archived — restore it before editing.
An archived file also stops counting. Its review items leave the workspace count, which is why archiving is a legitimate way to retire something rather than dismiss it field by field.
To bring it back, open it and choose Unarchive from the same menu. You get File restored and the file is editable again.
There is no archived view, filter chip or toggle anywhere in the Knowledge Base, so an archived file is not browsable. Positioning and Voice can still be found through the New dialog, where their card reads Open. Any other archived file is reachable only by its own URL. Copy that URL before you archive something you might want back.
Deleting
Delete appears only for workspace owners and admins. Members do not see the menu item at all.
The confirmation says what it does: This permanently removes the file and everything in it. Archive it instead if you might want it back. Going through with it shows File deleted and returns you to the shelf.
Delete is permanent and takes the fields, the values and the citations with it. Archive is the reversible option, and it achieves the same thing for almost every reason you would want to remove a file. Reach for Delete only when the file should never have existed.
If you open a URL for a file that is gone, you get Knowledge file not found over This file may have been deleted or moved to another workspace. Check which workspace you are in before you conclude it was deleted.
Tagging a Document
Tags exist on Document files only. Under the title you will see Add tags when none are set, or the tags themselves once they are. Clicking opens a popover headed Index this document with a comma-separated field, placeholder interview, enterprise, objections, and a Save tags button. A Document can carry up to twenty, and they show on its row on the shelf.
If someone else edited the same Document's tags while yours were open, you get Tags changed elsewhere — your edits were merged with the latest tags. Check the result rather than assuming your list won. On an archived Document the same spot reads No tags and does nothing.
History
History opens a read-only panel of when this file's structure changed. Its subtitle is exact about the scope: Every time this file’s structure changed. It is not an edit log of your values, so it will not tell you who changed a field or what it used to say. Entries with no recorded label read Structure updated.
There is no restore, no comparison and no action on a row. It is a record, not a rewind. A file whose structure has never changed shows No changes recorded yet.