Desktop sync and Obsidian

Two local apps keep knowledge that lives on your computer in sync with Records Labs: the desktop app for folders, and the Obsidian plugin for notes. Both sync one way, from your computer into your organization. Records Labs never writes company knowledge back into your folders or vault.

The desktop app

What it runs on

The desktop app runs on macOS with Apple Silicon. Intel Macs and Windows use the web app and the browser extension. Ask your admin for the current build; there is no download link in the web app yet.

Open the app and click Sign in with your browser. The app shows "Waiting for your browser…".
Your browser opens Connect the desktop app. If you use two-factor sign-in, complete it, then click Open the Records Labs app. The hand-off expires after two minutes.
Back in the app, Choose an organization.

Add folders

Click Add folder… or drag a folder onto the window ("Drop to sync"). Any folder works, local or on a network drive, including all subfolders. A folder with more than 5,000 files asks once: "Start a large sync?"

Each folder row has Sync now, Pause syncing / Resume syncing, a Default classification for new files, and Remove folder. Removing a folder stops syncing; documents already synced stay in your organization. The menu bar icon offers Sync now, Pause syncing and Open Records Labs, and shows "Up to date".

The Settings tab holds Organization, Pause syncing, Launch at login, Show in the menu bar, and Sign out.

What syncs and what is skipped

Documents up to 1 GB and audio or video up to 2 GB. Empty files are skipped.
Hidden and temporary files are skipped, as are old-format Excel files (.xls), Outlook messages (.msg), CAD drawings (.dwg) and code or script files. The activity list tells you why, for example ".{ext} files aren't supported."
Changes on your computer sync within a couple of seconds. Network drives are checked every 15 minutes, and everything gets a full check hourly.

Renames, deletes and duplicates

A renamed or moved file keeps the same document; nothing is re-uploaded.
A deleted or excluded file goes to your organization's trash, where it can be restored for 30 days by default (your admin can change how long). Sync never permanently deletes.
If an identical file already exists in the organization, it is linked rather than uploaded again.

You need the contributor role or higher to sync.

Where synced folders appear

Settings → Personal → Synced folders lists folders by device, each with Sharing and Remove.
Knowledge → Sources lists each synced folder as a row marked Desktop sync; click it to open the Library filtered to those files.
Sources → Activity shows a Vault & folder syncs card that only you can see.

The Obsidian plugin

Get the plugin

The plugin is not yet in Obsidian's community plugin directory. Under Settings → Connectors (or Knowledge → Sources → Connectors), find Obsidian in the Local & desktop group and click Request the plugin. It opens an email to support@recordslabs.ai in your own mail app; send it and we reply with the current build.

Pair it with your organization

In the plugin settings in Obsidian, choose Connect.
Your browser opens Connect Obsidian. Click Get pairing code. The page tries to hand the code to Obsidian automatically and also shows it with a Copy button.
Paste the code into the plugin settings. Codes expire after two minutes; use Get a new code if needed.

Pairing uses your normal browser sign-in, not an API key.

What syncs

Only Markdown notes (.md) in the folders you choose in What gets synced. An excluded folder wins over an included one.
Notes sync about five seconds after you stop typing, when Obsidian opens, and on an interval. Use the command Records Labs: Sync now to force one.
Deleting a note, or moving it out of a synced folder, sends it to trash in Records Labs, restorable for 30 days by default. Archive on unshare controls what happens when you stop sharing a folder.
Frontmatter, [[wikilinks]] and attachments are not read yet; only the note text syncs.

Who can see synced notes

New vaults start as Just me. Change this per vault under Settings → Synced folders → Sharing: Just me, Specific people (teams, roles or people), or Everyone. A sharing change applies to notes that arrive from then on. External Channels starts at Not shown, so customers on your Help Center and widget never see synced notes unless you change it. See Access, sensitivity and trust.

Limits to keep in mind

Both apps are one-way. Edit in your folder or vault, not in Records Labs.
The desktop app is macOS-only today, and the Obsidian plugin has been tested on macOS.
Synced files can show up in answers as soon as they finish processing; they do not wait in Review. Set a folder's Default classification or a vault's Sharing before the first sync.