Disk and Files
Disk in LadVen OS stores work files connected to tasks, CRM, documents, projects, and team processes. It keeps important attachments out of isolated chats and preserves the context of ownership and use.
Use disk as managed storage: a space, folder, file, link to a work object, clear access, and controlled external sharing.
Spaces
The Disk page shows spaces. A space can be personal, shared, project-based, or connected to a work context such as a task, customer, opportunity, or another record.
Main routes:
/disk- spaces and projections;- Open space - one selected space;
- Open folder - a specific folder in a space;
- public recipient pages for issued file or folder links.
Before creating a space, decide who owns the files, who keeps order, which process or customer the space belongs to, whether files can be shared externally, and how long they should be stored.
Do not create a shared space only because several people need one file. If the file belongs to a task or CRM record, keep it in that context.
Use filters by owner, type, context, and archive state. If you can see another person's space without write rights, treat it as read-only.
For an authenticated user, the owner filter starts at Mine for spaces and entries. Switch to All or Others when looking for shared or another person's context; an empty result after changing the filter does not mean the space was deleted. The selected value is kept in the URL's owner parameter.
Projections and Context Files
Projections show files and documents already connected to tasks, chats, CRM, documents, or shared access. Use them to find task files, chat files, CRM files, deal documents, shared items, and files that already have a physical placement.
Do not move every contextual file into a shared space by habit. First decide whether a physical folder is needed or whether the task, CRM, document, or chat link already gives enough context.
Folders and Files
Open a space and use folders for the working structure: contracts, customer materials, source files, results, acts, and approvals. Names should explain the content without forcing people to read the whole conversation.
Upload files into the current folder. If root upload is unavailable, create or open a folder first. After upload, check that the file is in the right place and visible to the people who need it.
Inside a space you can create folders and subfolders, upload by button or drag and drop, add an existing file or document, switch grid/list view, search the current folder, rename placements, copy or move placements, download one file or a ZIP of selected files, and use selection mode for archive, restore, trash, or delete.
Use bulk actions only after checking the selection. If folders, documents, and files are selected together, make sure the command is safe for every item type.
If an upload, download, or refresh shows a technical line instead of a clear explanation, do not treat it as a file state or copy it into a ticket, training material, or screenshot. It is safe to refresh the page or repeat the action once; if the line remains, tell the portal owner the route and time without passing on the error text itself.
Links to Work
A file should be close to the work it supports. If it proves task completion, attach it to the task or link it in a comment. If it belongs to a customer, opportunity, or request, keep it in the CRM context.
A good file structure makes it clear which customer, task, or project the file belongs to, which version is current, who should review it, and whether it can be shown outside the company.
LadVen OS documents can be placed in a folder as work items. They still keep their own lifecycle, status, signature, publication, and approval context. Do not download a document into a file just to place it in Disk if a document placement is enough.
Public Links
Use a public link when a file or folder must be sent safely to an external recipient. Before creating the link, check expiration, access mode, password, download limit, and revoke option.
Use a password and expiration for customer, financial, contract, or personal data. Revoke the link when access is no longer needed.
For folders, choose the mode deliberately:
- Fixed copy (snapshot) - the recipient sees the contents captured when the link was issued;
- Live folder (live) - the recipient sees the current folder contents while the link is active.
Use the fixed copy when unsure. A live link is suitable only when the team intentionally maintains a shared folder for an external recipient.
After creating a link, save the recipient URL and generated password immediately. Raw tokens and passwords must not be placed in public chats, task cards, or documentation screenshots. Use one-time mode when the recipient should download only once.
The public recipient page shows title, target type, expiration, item count or size, and password entry when needed. Revoked, expired, and blocked links should show a clear state instead of the file.
WebDAV and Connection
Each space includes connection details: web app address, WebDAV address, space path, login, and app-password status. WebDAV is for employees who need Finder, Windows Explorer, or a mobile file client.
Use only a dedicated WebDAV app password. The main account password and an active portal session do not work for network-disk access. A new app password is shown once: store it in a password manager and regenerate it if it may have leaked.
Regular Disk Review
Assign an owner to review spaces, active public links, WebDAV access, and final file placement on a regular schedule. This review is especially important after a project ends, a customer is handed over, an employee leaves, a contractor changes, or a new document set is published.
During the review:
- close public links whose purpose or expiration has passed;
- make sure live folders do not reveal new internal files to an external recipient;
- move final materials from personal folders into the task, CRM record, document, or project;
- rename folders and files when the name no longer explains the purpose;
- regenerate the WebDAV password when a device, contractor, or access should no longer work;
- delete or archive drafts only after checking linked tasks, documents, and CRM records.
Do not use a public link as a permanent substitute for access rights. If someone needs long-term work with files, grant the right internal or extranet access and keep public links for temporary delivery of results.
Safe placement lifecycle
Move to trash first requires an active folder or file to be archived. The safe sequence is archive → trash → check retention and links → permanent deletion; Restore brings back an archived item. Review selections before bulk actions.
Use download for uploaded SVG/HTML instead of inline viewing in an authenticated session, because inline content may execute.
Archive and Delete
Archive spaces that are no longer active but must remain available for history. Delete only after checking that the file is not needed by a task, CRM record, document, customer, or external recipient.
Rows for spaces, folders, and placements can show two independent signals: Legal hold and Keep until, followed by a date. The first means an active compliance hold; the second is a retention deadline. Check both before archiving, moving to trash, or permanently deleting. A button may remain available until the server checks the request: if the action is rejected, leave the item in place, refresh, and contact the compliance owner or an administrator.
Separate archive, trash, and immediate delete. Archive keeps history. Trash gives time to check consequences. Immediate delete is only for empty folders, mistaken placements, or safe drafts.
Before deleting, check active public links, tasks, documents, and CRM records. Revoke active links first.
Demonstrations and Training Without Data Leaks
When you show Disk to colleagues, record training materials, or prepare instructions for the team, use test spaces and folders. The screen must not show client documents, private URLs, WebDAV passwords, email addresses, or phone numbers.
Be especially careful with external links: a frame or recording with a real link token opens the file to anyone who sees the material. For a demonstration, create a separate link to a test file and revoke it after the presentation.
Good Practice
- Keep final files near the task, CRM record, or document where the decision was made.
- Do not use a personal space for team results.
- Do not publish files with hidden sheets, draft comments, private details, or extra pages.
- Name folders by process or customer, not by a random sender name.
- Review active public links as regularly as access rights.
- Store WebDAV app passwords separately and regenerate them after offboarding, device loss, or suspected exposure.
Related Scenarios