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Find Shared Files

Search chosen shared folders and answer coworkers' file requests

Use this Agent instantly or customize it - no programming needed

Find a shared file for a new request

Reads

File search request
File search request
Your coworker's request gives the file name, topic, or project clue to search for.
Approved folders
Approved folders
Your chosen folder list limits where the Agent may search for files.

File request board

File request board

Use your file request board to receive file requests and show each result on its request item.

Shared file store

Shared file store

Use your shared file store to search approved folders and check likely files and their links.

Does the request lack a usable file clue?YesNo

Name the missing clue and mark the request as needing detail.

Writes

Search result
Search result
Your request explains why the search could not select a file and what detail you need next.
Request status
Request status
Your request status shows whether the search found a file or needs another step.

Search approved folders and inspect likely files.

Did any approved folder or likely file remain unreadable?YesNo

Name the inaccessible location and mark the search incomplete.

Writes

Search result
Search result
Your request explains why the search could not select a file and what detail you need next.
Request status
Request status
Your request status shows whether the search found a file or needs another step.

Did the search find no matching file?YesNo

Record the clues and folders checked; mark no match.

Writes

Search result
Search result
Your request explains why the search could not select a file and what detail you need next.
Request status
Request status
Your request status shows whether the search found a file or needs another step.

Is there no clear best match among likely files?YesNo

List leading files and mark the request as needing detail.

Writes

Search result
Search result
Your request explains why the search could not select a file and what detail you need next.
Request status
Request status
Your request status shows whether the search found a file or needs another step.

Add the best file link and update the request status.

Writes

File link
File link
Your request shows the selected file's name and browser link when one file clearly matches.
Request status
Request status
Your request status shows whether the search found a file or needs another step.

This Agent waits for a file search form request. It checks your chosen shared folders for likely files. It adds a supported link or a clear search report to the request.

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Google Drive

Used as:

File request board
Use Google Drive to receive file requests and show each result on its request item.
Shared file store
Use Google Drive to search approved folders and check likely files and their links.

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Asana

Used as:

File request board
Use Asana to receive file requests and show each result on its request item.

Show all Agents working with Asana

Google Contacts

Used as:

File request board
Use Google Contacts to receive file requests and show each result on its request item.
Shared file store
Use Google Contacts to search approved folders and check likely files and their links.

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Dropbox

Used as:

Shared file store
Use Dropbox to search approved folders and check likely files and their links.

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OneDrive

Used as:

Shared file store
Use OneDrive to search approved folders and check likely files and their links.

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Microsoft SharePoint

Used as:

Shared file store
Use Microsoft SharePoint to search approved folders and check likely files and their links.

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Microsoft Office 365

Used as:

Shared file store
Use Microsoft Office 365 to search approved folders and check likely files and their links.

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Podio

Used as:

File request board
Use Podio to receive file requests and show each result on its request item.

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Box

Used as:

Shared file store
Use Box to search approved folders and check likely files and their links.

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Pipefy

Used as:

File request board
Use Pipefy to receive file requests and show each result on its request item.

Show all Agents working with Pipefy

Made for your industry

Find Shared Files is made for businesses in these industries.

Consulting
Find the right client project file for a colleague's request.
Show all Agents for the Consulting industry
Construction
Locate the right plan or project file for a crew's request.
Show all Agents for the Construction industry
Government
Find approved agency files for staff who lack the exact title.
Show all Agents for the Government industry
Legal Services
Find a requested matter file in approved shared folders.
Show all Agents for the Legal Services industry
Education
Locate shared course or school files when staff ask for them.
Show all Agents for the Education industry
Professional Associations
Locate committee files when members ask for a specific document.
Show all Agents for the Professional Associations industry
Architecture and Engineering
Find the right project drawing or specification in approved folders.
Show all Agents for the Architecture and Engineering industry

Made for your role

Find Shared Files is made for people in these roles.

Project Coordinator
Find the project file a teammate needs from their search clues.
Show all Agents for the Project Coordinator role
Administrative Assistant
Find shared files coworkers request by topic or project.
Show all Agents for the Administrative Assistant role
Document Controller
Locate requested project files and flag uncertain matches.
Show all Agents for the Document Controller role
Team Coordinator
Handle teammates' file requests with a link or search report.
Show all Agents for the Team Coordinator role
Office Coordinator
Answer office file requests with a link or a clear search result.
Show all Agents for the Office Coordinator role
Knowledge Manager
Point coworkers to the best matching file in approved folders.
Show all Agents for the Knowledge Manager role
Records Manager
Find requested records within approved shared folders.
Show all Agents for the Records Manager role

Made for your department

Find Shared Files is made for people in these departments.

Project Management
Locate project files requested across the delivery team.
Show all Agents for the Project Management department
Administration
Answer staff file requests from approved shared folders.
Show all Agents for the Administration department
Document Control
Find the right project document from a colleague's clues.
Show all Agents for the Document Control department
Knowledge Management
Connect coworkers with matching shared files or clarify gaps.
Show all Agents for the Knowledge Management department
Records Management
Find shared records by name or topic and report uncertain matches.
Show all Agents for the Records Management department

How Find Shared Files works

5 steps, in order, on every run.

Read the File RequestRead the new form entry for a file name, topic, or project clue. Mark the request for more detail if it gives no usable clue.
Search Chosen FoldersSearch the shared folders and subfolders you choose. Skip files in the trash.
Check Likely FilesCheck likely files by name, description, folder, and date. Use those details to narrow the matches.
Pick a Supported MatchCompare likely files with the request's clues. Ask for a distinguishing detail if several files fit equally well.
Report the ResultAdd the best file link to the original request and update its status. Record the clues and folders checked when no file fits.

How to Get Started

Connect your tools

Connect the tools you already use, such as Google Drive, Asana or Google Contacts.

10 tools

Set your rules

Create a file search form connected to a request board with a required file name, topic, or project reference field and visible result and status fields.
Choose the shared folder IDs the Agent may search, including any approved subfolders, and give the Agent read access to them.
Give requesters access to their request results and to the approved files they may receive; keep file sharing permissions under the team's existing rules.

Launch the Agent

Use safe mode to approve every result before it goes out, or let the Agent run automatically.

FAQs

Frequently asked questions about the Find Shared Files:

Can I choose which folders this Agent searches?

Yes. You choose the shared folders and subfolders during setup. Give the Agent read access to those locations.

What happens when several files look right?

Your coworker sees the leading file names on the request and a question for a distinguishing detail. They can add the clue there.

What if the Agent cannot find or open a file?

Your coworker sees the clues and folders checked when no file matches. If the Agent cannot open a location, the request names it without claiming a complete search.

How do coworkers open the file you find?

You control file access under your team's rules. Give requesters access to files they may receive; the Agent adds a link without granting new access.

What happens when the Agent is unsure?

It stops and asks you. The Agent does not guess when it reaches a decision you have not approved.

Can I review its work?

Yes. Every run creates a plain-language log that you can review and export. Logs are kept for twelve months.

What happens if I cancel?

The Agent stops at the end of the billing month and its tool connections are removed. Your run logs remain available for twelve months.

Works with

Works with

Industries

Industries

Roles

Roles

Departments

Departments

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