---
title: Board Organizer - Secure file storage (add-on)
description: Add and remove documents; manage permissions
---

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3. [Board administration](https://help.apollo.ai/knowledge-base/administration?hsLang=en#board-administration)

# Board Organizer - Secure file storage (add-on)

## Add and remove documents and files; manage permissions

Open the 'File storage' tab from the main menu:

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-26-2026-08-28-51-2599-AM.png?width=670&height=397&name=image-png-Mar-26-2026-08-28-51-2599-AM.png)

 

Open the desired board folder (double click). The 'Meetings' and 'Circular resolutions' folders are created and maintained by the system for every board. They include the related system-generated PDFs and any uploaded attachments:

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-26-2026-09-27-41-0469-AM.png?width=670&height=397&name=image-png-Mar-26-2026-09-27-41-0469-AM.png)

 

Select a file or folder (single click) to view all details in the sidebar:

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-26-2026-09-29-37-9563-AM.png?width=670&height=397&name=image-png-Mar-26-2026-09-29-37-9563-AM.png)

 

Hover with the mouse on a user, board, or group name to see the full names of the users, boards, or groups who have access to the selected file or folder (individual users are displayed as circles, whereas groups and boards are displayed as squares):

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-26-2026-09-34-42-6434-AM.png?width=670&height=397&name=image-png-Mar-26-2026-09-34-42-6434-AM.png)

 

Click on 'Manage access' in the sidebar to change the existing access rights or add new ones:

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-26-2026-03-04-40-1530-PM.png?width=670&height=399&name=image-png-Mar-26-2026-03-04-40-1530-PM.png)

 

Select a user to add, assign the proper [access rights](https://help.apollo.ai/knowledge-base/getting-started-user-roles#sfs), and add the user to the list by clicking on the '+' button:

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-26-2026-03-06-53-4511-PM.png?width=670&height=399&name=image-png-Mar-26-2026-03-06-53-4511-PM.png)

**Note:** In order to be able to select a user to add to a file or folder, this user must be added to the corresponding parent folder first at the board level (board folder).

 

You can also exclude a user who already has access by clicking on the '-' button:

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-27-2026-09-29-52-5586-AM.png?width=670&height=398&name=image-png-Mar-27-2026-09-29-52-5586-AM.png)

 

Define whether the access rights changes should apply to all sub-directories as well (if any), then click on 'Next':

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-27-2026-09-30-38-7615-AM.png?width=670&height=398&name=image-png-Mar-27-2026-09-30-38-7615-AM.png)

 

Choose whether to notify the affected users of the changes or not. If you choose to notify them, a comment field for the notification is displayed:

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-27-2026-09-31-56-7155-AM.png?width=670&height=398&name=image-png-Mar-27-2026-09-31-56-7155-AM.png)

 

Confirm the changes by clicking on 'Apply' in the bottom-right corner:

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-27-2026-09-32-26-8720-AM.png?width=670&height=398&name=image-png-Mar-27-2026-09-32-26-8720-AM.png)

 

With an item selected, click on 'Show details' in the sidebar to display the current access rights:

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-27-2026-09-34-52-5496-AM.png?width=670&height=398&name=image-png-Mar-27-2026-09-34-52-5496-AM.png)

 

With an item selected, click on 'Send notification' in the sidebar to send a link to the item to one or more users who already have access to it. Select the user whom you want to notify, then add a notification message:

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-27-2026-09-51-05-6113-AM.png?width=670&height=398&name=image-png-Mar-27-2026-09-51-05-6113-AM.png)

 

Confirm the process by clicking on 'Send notification' in the bottom-right corner:

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-27-2026-09-51-31-5718-AM.png?width=670&height=398&name=image-png-Mar-27-2026-09-51-31-5718-AM.png)

 

Switch to 'Activities' in the sidebar to view the activity log of the selected item:

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-27-2026-09-53-18-2955-AM.png?width=670&height=398&name=image-png-Mar-27-2026-09-53-18-2955-AM.png)

 

Double-click on files or folders to open them. When a file is already selected, you can also use the buttons in the sidebar to open or download it:

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-27-2026-09-52-25-2653-AM.png?width=670&height=398&name=image-png-Mar-27-2026-09-52-25-2653-AM.png)

 

If the sidebar is hidden, you can unhide it using the corresponding button in the top-right corner:

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-27-2026-09-54-09-4422-AM.png?width=670&height=398&name=image-png-Mar-27-2026-09-54-09-4422-AM.png)

 

You can access the view, download, access, and notification options clicking on the three dots next to the desired file or folder, as well as the renaming and deletion options:

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-27-2026-09-56-04-8826-AM.png?width=670&height=398&name=image-png-Mar-27-2026-09-56-04-8826-AM.png)

 

Upload new files or folders by clicking on the corresponding buttons in the top-right corner:

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-27-2026-09-56-52-7909-AM.png?width=670&height=398&name=image-png-Mar-27-2026-09-56-52-7909-AM.png)

 

Click on a folder or on the home button in the path at the bottom to go back to the desired folder or to the file storage homepage:

![](https://help.apollo.ai/hs-fs/hubfs/image-png-Mar-26-2026-08-36-21-9958-AM.png?width=670&height=397&name=image-png-Mar-26-2026-08-36-21-9958-AM.png)

- [Getting started](https://help.apollo.ai/knowledge-base/getting-started?hsLang=en#main-content)

    - [Notifications](https://help.apollo.ai/knowledge-base/getting-started?hsLang=en#notifications)
- [Organizing board meetings](https://help.apollo.ai/knowledge-base/organizing-board-meetings?hsLang=en#main-content)

    - [Before the meeting](https://help.apollo.ai/knowledge-base/organizing-board-meetings?hsLang=en#before-the-meeting)
    - [During the meeting](https://help.apollo.ai/knowledge-base/organizing-board-meetings?hsLang=en#during-the-meeting)
    - [After the meeting](https://help.apollo.ai/knowledge-base/organizing-board-meetings?hsLang=en#after-the-meeting)
    - [Circular resolutions](https://help.apollo.ai/knowledge-base/organizing-board-meetings?hsLang=en#circular-resolutions)
    - [Downloads](https://help.apollo.ai/knowledge-base/organizing-board-meetings?hsLang=en#downloads)
- [Participating in board meetings](https://help.apollo.ai/knowledge-base/participating-in-board-meetings?hsLang=en#main-content)

    - [Before the meeting](https://help.apollo.ai/knowledge-base/participating-in-board-meetings?hsLang=en#before-the-meeting)
    - [During the meeting](https://help.apollo.ai/knowledge-base/participating-in-board-meetings?hsLang=en#during-the-meeting)
    - [After the meeting](https://help.apollo.ai/knowledge-base/participating-in-board-meetings?hsLang=en#after-the-meeting)
    - [Circular resolutions](https://help.apollo.ai/knowledge-base/participating-in-board-meetings?hsLang=en#circular-resolutions)
    - [Mobile app](https://help.apollo.ai/knowledge-base/participating-in-board-meetings?hsLang=en#mobile-app)
- [General](https://help.apollo.ai/knowledge-base/general?hsLang=en#main-content)

    - [Meetings](https://help.apollo.ai/knowledge-base/general?hsLang=en#meetings)
    - [Decisions](https://help.apollo.ai/knowledge-base/general?hsLang=en#decisions)
    - [To-dos](https://help.apollo.ai/knowledge-base/general?hsLang=en#to-dos)
    - [Search](https://help.apollo.ai/knowledge-base/general?hsLang=en#search)
    - [Downloads](https://help.apollo.ai/knowledge-base/general?hsLang=en#downloads)
    - [Boards](https://help.apollo.ai/knowledge-base/general?hsLang=en#boards)
    - [Settings](https://help.apollo.ai/knowledge-base/general?hsLang=en#settings)
    - [File storage (add-on)](https://help.apollo.ai/knowledge-base/general?hsLang=en#file-storage-add-on)
    - [Mobile App](https://help.apollo.ai/knowledge-base/general?hsLang=en#mobile-app)
- [Administration](https://help.apollo.ai/knowledge-base/administration?hsLang=en#main-content)

    - [Board administration](https://help.apollo.ai/knowledge-base/administration?hsLang=en#board-administration)
    - [Organization settings and user management](https://help.apollo.ai/knowledge-base/administration?hsLang=en#organization-settings-and-user-management)

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