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Snapshots

Snapshots preserve an independent copy of selected files without changing the working originals or their access arrangements. They support a fixed delivery, a read-only archive, or preservation of files held on connected storage.

A snapshot starts as a collection you can assemble, then finalization prevents new requests to change its contents. Operations accepted before finalization can still finish, so confirm that all pending file operations have finished and the intended files are present before finalizing. Finalization does not prevent deletion or expiration of the snapshot itself.

The copy has its own storage location and access rules. Snapshots use native Files.com storage in your site's default region, including when the source uses a different region or a Remote Server Mount.

The creator retains read access to the copied files even if their permissions on the source later change. Account for those differences when deciding whether a snapshot fits your preservation or sharing requirements.

Uses for Snapshots

The purpose of a snapshot determines which files to copy, who needs access, and how long to retain it. Choose those arrangements for the preservation or delivery requirement the copy must serve.

A legal hold requires preserving relevant files for a legal case, investigation, or audit. A finalized snapshot protects its copied contents from new changes, but deletion and expiration can still remove the snapshot unless the site uses Archive Only Mode. Choose retention and access to meet the hold's requirements.

If there is a potential legal dispute with a counterparty, for example, a site administrator might create a snapshot of all the files that can be accessed by the counterparty. The snapshot preserves a separate copy without requiring any changes to the folders or user accounts that organization may have access to. Confirm that all pending file operations have finished and the intended files are present before finalizing for the hold.

Backup of External Storage

With snapshots, you can create a read-only archive of any set of files associated with your site, even files located in other systems that you access via Remote Server Mounts. This can reduce the risk of losing access to files stored in external systems.

Site administrators can create snapshots of the desired files on a scheduled basis and set expiration dates on each snapshot.

AI Assistant File Sharing

When you ask the AI Assistant to generate a file (a dashboard, chart, CSV export, or similar), it creates a snapshot and gives you a link to access the file directly in the conversation. You and Site Administrators can read the snapshot's files. The link is not a public Share Link, and the snapshot expires after 24 hours.

This lets the AI Assistant deliver files to you without choosing a destination folder. Its files follow the same expiration rules as other snapshots.

When you create a new Share Link, you can choose to create it as either a snapshot or live link. Snapshot share links will automatically store the shared files within a snapshot.

When the share link and the snapshot expire, visitors lose access and the files follow the snapshot's retention rules. This allows share links to send point-in-time versions of files rather than a live view into a set of files that might change.