Documents
Centralized document management with hierarchical folders, sharing and granular permissions
The Documents module is a centralized document management system that helps organize documents in hierarchical folder structures, share with colleagues and external partners, and control access with detailed permissions.
Supports creating shortcuts for quick access, requesting documents from others, linking documents to business records, and automating document processing workflows.
Interface & Main Menu
Access the application from the app bar and select Documents to enter the document management system.
Interface terminology
| English | Description |
|---|---|
| My Drive | Your personal root folder |
| Company | Company root folder (no owner) |
| Shared With Me | Documents others have shared with you |
| Recent | Documents you recently accessed |
| Trash | Deleted documents (pending permanent deletion) |
Folder Management
Create hierarchical folder structures to organize documents by project, department, or business process.
Key points
• Parent folder access rights are inherited by subfolders and documents inside.
• Move folders by drag and drop or using the Move menu.
• Configure rights for Internal Users (internal staff), Link Access (people with link), and Members (specific members).
Steps
1. Go to the location where you want to create a folder (My Drive, Company, or subfolder).
2. Click New Folder and enter the folder name.
3. Select default access rights (Internal Users, Link Access, Members).
4. Click Create to complete.
Upload and Manage Documents
Upload documents in multiple ways: drag and drop, Upload button, or send email to the folder alias address.
Key points
• Documents automatically saves version history when you replace files.
• View previous versions in the History tab and restore old versions if needed.
• Lock documents with the Lock button so only you can edit until Unlock.
Document fields
| English | Description |
|---|---|
| Name | Display name of the document |
| Owner | Document owner |
| Contact | Contact related to the document |
| Tags | Document classification tags |
| Lock | Lock document to prevent others from editing |
Share Documents
Share documents or folders with colleagues, external partners, or via public link.
Key points
• Set Expiration Date for members to automatically revoke access after expiry date.
• Enable Notify to send email notification when inviting members.
Steps
1. Select the document/folder to share and click Share.
2. Set Internal Users Rights (rights for internal staff) and Link Access Rights (rights for people with link).
3. Choose Discoverable to allow finding via parent folder, or Not Discoverable so only people with link can see.
4. Go to Invite tab to invite specific Partners with Viewer or Editor role.
5. Copy Access URL and send link to people who need access.
Access Rights
Control in detail who can view, edit, or share documents with a multi-level permission system.
Key points
• Owner always has Editor rights.
• Members (specific members) have individually granted rights.
• Internal Users have rights for all internal staff.
• Link Access has rights for people with link.
• Administrator always has Editor rights on all documents.
• New documents in folder inherit folder permissions.
Permission levels
| Permission | Can do |
|---|---|
| Editor | View, download, edit, delete, move, share |
| Viewer | View and download only |
| None | No access |
Create Shortcuts
Shortcuts allow quick access to documents from multiple locations without copying.
Key points
• Shortcuts do not take up storage space.
• Changes to original document are immediately reflected through all shortcuts.
• Deleting shortcut does not affect original document.
Steps
1. Select the document/folder to create shortcut.
2. Click Create Shortcut.
3. Select destination location for shortcut.
4. Shortcut will be created at that location pointing to original document.
Request Documents
Send document requests to colleagues or external partners to have them upload documents to specified folder.
Key points
• Uploaded documents are automatically saved to the folder you specified.
• Track request status in Document Requests list.
Steps
1. Go to folder where you want to receive documents and click Request.
2. Enter request name and select recipients (Partners or email).
3. Set Deadline if needed.
4. Click Send Request to send request email.
5. Recipients will receive email with link to upload documents.
Link Documents to Records
Link documents to business records like sales orders, invoices, projects, or employees.
Key points
• One document can be linked to multiple records.
• Quick access to documents from business record form.
Steps
1. Select document to link.
2. Click Link to Record.
3. Select record type (Sale Order, Invoice, Project, Employee, etc.).
4. Find and select specific record.
5. Document will appear in Documents tab of that record.
Tags and Organization
Use Tags to classify and search documents quickly.
Key points
• Tags can be organized by groups (Tag Categories).
• One document can have multiple tags.
• Use tags to automate document processing workflows.
Steps
1. Go to Configuration → Tags to manage tags.
2. Create new tag with name and color.
3. Assign tags to documents by selecting document and adding Tags.
4. Filter documents by tag in search bar.
Trash and Restore
Deleted documents are moved to Trash and kept for 30 days before permanent deletion.
Key points
• Documents in Trash are automatically permanently deleted after 30 days.
• Only Owner and Administrator can restore or permanently delete documents.
Steps
1. Select document to delete and click Delete.
2. Document will be moved to Trash.
3. Go to Trash to view deleted documents.
4. Select document and click Restore to recover.
5. Or click Delete Permanently to permanently delete.
Practical Tips
Key points
• Create clear folder structure by department or project for easy management.
• Use tags to classify documents by status (Draft, Approved, Archived).
• Set default access rights for folders to automatically apply to new documents.
• Use shortcuts instead of copying documents to save storage space.
• Set access expiration for external partners to secure information.
• Link documents to business records for quick access from forms.
• Check Trash periodically to recover accidentally deleted documents.