Files and Folder Tool

Overview

The files and folder tool enables your workers to create, organize, and manage files directly within Utari. This powerful capability allows your workers to generate content, save it in organized folder structures, and provide you with easy access to download, copy, or export your files.

Tool Capabilities

The files and folder tool provides six core capabilities for comprehensive file management:

Create

Generate new files with AI-created content

Read

Access and review existing file contents

Edit

Modify and update file contents

Rewrite

Completely regenerate file content with new instructions

Replace

Substitute existing files with new versions

Delete

Remove files and folders when no longer needed

Enabling the Files and Folder Tool

Navigate to Worker Tools

Select your worker and click on the Tools tab.

Locate Files and Folder Tool

Scroll through the available tools to find Files and Folder.

Enable the Tool

Check the box next to Files and Folder to activate it.

Review Capabilities

By default, all six capabilities (create, delete, edit, read, rewrite, replace) are enabled. You can customize which capabilities to enable based on your needs.

Save Configuration

Your changes are automatically saved. The worker can now create and manage files.

The files and folder tool is essential for workers that need to generate deliverable content like documents, reports, summaries, or any structured output.

Creating Files with Folders

Basic File Creation

Start a Chat

Open a conversation with a worker that has the files and folder tool enabled.

Request File Creation

Ask your worker to create a file with specific content. Include instructions to organize it in a folder:

    Please create a file on mastering VSLs. Include a summary and place the file into a folder called "VSL Mastery".

Watch File Generation

The AI worker will:

Interpret your instructions
Generate the requested content
Create the folder structure
Save the file in the specified location

Access Your File

Navigate to the Tasks folder in your workspace to locate the newly created content.

Example Request Patterns

Create a marketing plan document and save it in a folder called "Q4 Campaign Planning".

Generate three blog post drafts on AI trends and organize them in a "Blog Content" folder.

Write a technical specification document and place it in the "Product Docs/Specifications" folder.

Create a client proposal template and save it in the "Templates/Sales" folder.

Accessing and Managing Files

Once files are created, you have multiple options for working with them:

Navigate to Tasks Folder

Click on the Tasks folder in your Utari workspace to view all files created by workers.

Open Your Folder

Find and open the specific folder containing your file (e.g., “VSL Mastery”).

Access File Options

Click on your file to reveal available actions:

Copy: Copy content to clipboard
Download: Save file to your computer
Export as PDF: Generate a PDF version
Edit: Modify the file content
Delete: Remove the file

Files created by your workers are stored in your Utari workspace and remain accessible across sessions until you delete them.

File Management Operations

Reading Files

Ask your worker to read and reference existing files:

Read the VSL Mastery file in the VSL Mastery folder and summarize the key points.

Editing Files

Request modifications to existing files:

Edit the marketing plan in the Q4 Campaign folder and add a section on social media strategy.

Rewriting Files

Completely regenerate file content:

Rewrite the blog post draft with a more casual, conversational tone.

Replacing Files

Substitute files with new versions:

Replace the old proposal template with a new version that includes our updated pricing.

Deleting Files

Remove unwanted files or folders:

Delete the draft files in the Archive folder.

Organizing with Folder Structures

Create logical folder hierarchies to keep your workspace organized:

Example Folder Structures

Content Marketing Organization

    Content/
    ├── Blog Posts/
    │   ├── Drafts/
    │   ├── Published/
    │   └── Templates/
    ├── Social Media/
    │   ├── LinkedIn/
    │   ├── Twitter/
    │   └── Instagram/
    └── Email Campaigns/
        ├── Newsletters/
        └── Promotional/

Project Documentation

    Projects/
    ├── Client A/
    │   ├── Proposals/
    │   ├── Deliverables/
    │   └── Reports/
    ├── Client B/
    │   ├── Research/
    │   └── Strategy/
    └── Internal/
        ├── Planning/
        └── Review/

Sales and Marketing

    Sales/
    ├── Proposals/
    │   ├── Templates/
    │   └── Active/
    ├── Presentations/
    ├── Case Studies/
    └── Collateral/
        ├── One-Pagers/
        └── Brochures/

Knowledge Management

    Knowledge Base/
    ├── SOPs/
    │   ├── Marketing/
    │   ├── Sales/
    │   └── Operations/
    ├── Training Materials/
    └── Reference Docs/

Advanced Usage Patterns

Batch File Creation

Create multiple related files in one request:

Create five social media post drafts about AI automation and organize them in a "Social Content/Week 1" folder.

Dynamic Content Generation

Generate files based on research or analysis:

Research the top 3 trends in digital marketing, then create individual summary documents for each trend in a "Market Research/2024" folder.

Template-Based Creation

Use knowledge base templates for consistent output:

Using our blog post template from the knowledge base, create an article about productivity tools and save it in "Blog Drafts".

Cross-Folder Operations

Work with files across multiple folders:

Read the brand guidelines from the "Resources" folder and create a social media style guide in the "Marketing/Guidelines" folder.

Best Practices

Use Descriptive Names

Name folders and files clearly to make them easy to find and understand at a glance.

Create Logical Hierarchies

Organize folders by project, client, content type, or date to maintain a clean structure.

Specify Folder Paths

Always tell your worker where to save files to maintain organization from the start.

Regular Cleanup

Periodically delete outdated drafts and archived content to keep your workspace manageable.

Version Control

Save different versions with clear naming (e.g., “Proposal_v1”, “Proposal_v2”) when iterating.

Export Important Files

Download or export critical files to your local system for backup and external use.

Export and Download Options

Copy to Clipboard

Perfect for quick content transfer:

Click the file
Select Copy
Paste into any application

Download File

Save the original file format:

Click the file
Select Download
File saves to your downloads folder

Export as PDF

Create professional, shareable documents:

Click the file
Select Export as PDF
PDF generates with formatting preserved

PDF exports are ideal for sharing with clients, stakeholders, or team members who don’t have Utari access.

Integration with Other Tools

The files and folder tool works seamlessly with other Utari capabilities:

+ Knowledge Base

Create files based on SOPs and guidelines from your knowledge base for consistent output.

+ Web Search

Research topics online, then generate organized files with the findings.

+ Document Creator

Save document creator outputs directly into organized folder structures.

+ Task Management

Create files for each completed task in an organized project folder.

Common Use Cases

Content Production Workflow

Research Phase

    Research trending topics in our industry and create a research summary in "Research/Q4-2024".

Content Creation

    Based on the research summary, create 5 blog post outlines in "Content/Outlines".

Draft Development

    Write full drafts for each outline and save them in "Content/Drafts".

Final Publishing

    Edit the approved draft and move the final version to "Content/Published".

Client Project Management

Initial Proposal

    Create a project proposal for Client XYZ and save it in "Clients/XYZ/Proposals".

Strategy Documentation

    Develop a strategy document and organize it in "Clients/XYZ/Strategy".

Deliverable Creation

    Generate campaign materials and save them in "Clients/XYZ/Deliverables".

Reporting

    Create a progress report and file it in "Clients/XYZ/Reports".

Knowledge Base Building

Create comprehensive documentation for our onboarding process and organize it in "Knowledge Base/Onboarding/New Employees".

Troubleshooting

File not appearing in folder

Verify that:

The files and folder tool is enabled
You specified a folder name in your request
You’re looking in the correct folder location
The worker completed the file creation successfully

Can't find the Tasks folder

Check:

You’re logged into the correct Utari account
Your workspace view is showing the files section
Try refreshing your browser
Navigate to your dashboard and look for the workspace files area

Unable to download or export files

Try:

Checking browser permissions for downloads
Disabling popup blockers temporarily
Using a different browser
Ensuring the file completed generation before attempting download

File content is incomplete or incorrect

Consider:Providing more detailed instructions in your prompt
Referencing knowledge base documents for guidance
Asking the worker to rewrite the file with clearer requirements
Breaking complex content into multiple smaller files

Folder organization is messy

Best practices:

Always specify folder paths in your requests
Create a folder naming convention and stick to it
Regularly clean up and reorganize outdated content
Use nested folders for complex project structures

Tips for Effective File Management

Clear File Requests

❌ Vague Request:

Create a document about marketing.

✅ Specific Request:

Create a comprehensive marketing strategy document covering Q4 goals, target audiences, and channel recommendations. Save it in "Marketing/Strategy/Q4-2024".

Maintaining Organization

❌ Poor Organization:

Create some blog posts.

✅ Well-Organized:

Create three blog posts about AI automation (beginner, intermediate, advanced) and save them in "Blog Content/Series/AI Automation/Drafts".

Version Management

❌ No Version Control:

Rewrite the proposal.

✅ With Version Control:

Create an updated version of the proposal in "Clients/ABC/Proposals" and name it "Proposal_v3_Final.md".

Summary

You’ve successfully learned how to:

Enable and configure the files and folder tool

Create files with AI-generated content in organized folders

Access, download, and export files in multiple formats

Perform file operations like editing, rewriting, and deleting

Organize content with logical folder structures

Integrate file management with other Utari tools

The files and folder tool transforms Utari into a comprehensive content management system, allowing you to generate, organize, and manage all your AI-created content in one centralized workspace.

Next Steps

Document Creator Tool

Learn about creating formatted documents

Task Management

Combine files with task-based workflows

Knowledge Base

Use SOPs to guide file content creation

Automation with Triggers

Automatically generate files on a schedule

​Overview

​Tool Capabilities

Create

Read

Edit

Rewrite

Replace

Delete

​Enabling the Files and Folder Tool

​Creating Files with Folders

​Basic File Creation

​Example Request Patterns

​Accessing and Managing Files

​File Management Operations

​Reading Files

​Editing Files

​Rewriting Files

​Replacing Files

​Deleting Files

​Organizing with Folder Structures

​Example Folder Structures

​Advanced Usage Patterns

​Batch File Creation

​Dynamic Content Generation

​Template-Based Creation

​Cross-Folder Operations

​Best Practices

Use Descriptive Names

Create Logical Hierarchies

Specify Folder Paths

Regular Cleanup

Version Control

Export Important Files

​Export and Download Options

​Copy to Clipboard

​Download File

​Export as PDF

​Integration with Other Tools

+ Knowledge Base

+ Web Search

+ Document Creator

+ Task Management

​Common Use Cases

​Content Production Workflow

​Client Project Management

​Knowledge Base Building

​Troubleshooting

​Tips for Effective File Management

​Clear File Requests

​Maintaining Organization

​Version Management

​Summary

​Next Steps

Document Creator Tool

Task Management

Knowledge Base

Automation with Triggers

Overview

Tool Capabilities

Enabling the Files and Folder Tool

Creating Files with Folders

Basic File Creation

Example Request Patterns

Accessing and Managing Files

File Management Operations

Reading Files

Editing Files

Rewriting Files

Replacing Files

Deleting Files

Organizing with Folder Structures

Example Folder Structures

Advanced Usage Patterns

Batch File Creation

Dynamic Content Generation

Template-Based Creation

Cross-Folder Operations

Best Practices

Export and Download Options

Copy to Clipboard

Download File

Export as PDF

Integration with Other Tools

Common Use Cases

Content Production Workflow

Client Project Management

Knowledge Base Building

Troubleshooting

Tips for Effective File Management

Clear File Requests

Maintaining Organization

Version Management

Summary

Next Steps