Organizing and Managing Files

Use folders and consistent naming to keep evidence easy to find and review. In a workspace, you can create folders for common case structures (for example Intake, Evidence, Exports, Reports, Media, Entities, Link Charts) and move items as your investigation progresses. Keep file names descriptive and stable, especially for items you plan to cite in reports or share with teammates.

To manage items, use the workspace tree and the item context menu (right-click):

• Create folders to group evidence by source, date, or theme.
• Move and rename files to reflect their role in the case (for example “bank_statements_2025_Q3.pdf”).
• Tag and comment on files to support triage (for example Reviewed, Needs translation, High priority).
• Copy link to share a deep link to a file with teammates (they still need workspace access to open it).
• Use Open with… to run specialist apps on a file (for example extraction, transcription, or mapping), keeping outputs saved back into the workspace.

Because Octostar processes files through an indexing and enrichment pipeline, avoid repeatedly uploading duplicates when possible. If you need to replace a file, keep the investigation workflow in mind: update links, tags, and any records that reference the earlier version, and re-run processing if required (for example via Force re-index).