Documents and Spreadsheet Integration

• Store all spreadsheets in Documents module

• Organize by structured workspaces and folders

• Automatic version control with revision history

• Granular permissions by user, team, or department

• Tags and metadata for easy search and classification

• Integration with Sales, Accounting, HR, Projects

• Workflow automation: approval, archiving, notifications

• Complete audit trail for compliance and security

1. Go to Documents module from main menu

2. Select appropriate workspace (Sales, Finance, HR, etc.)

3. Click "Upload" or "New" > "Spreadsheet"

4. Name the spreadsheet and select folder (if any)

5. Add tags for easy search later

6. Set access rights for users/teams who need access

7. Create and edit spreadsheet content

8. Auto-save, each save creates a new version

• Read: View only, cannot edit or download

• Write: Can view and edit, but cannot delete

• Delete: Full control, can delete and change permissions

• User permissions: Assign rights to specific individuals

• Team permissions: All team members have same rights

• Department permissions: Entire department has access

• Public link: Create share link with external users (can set expiry)

• Password protection: Protect share link with password

• Each save creates a new version automatically

• View revision history with timestamp and author

• Compare differences between versions

• Restore to previous version if needed

• Comment on each version to note changes

• Download any version as Excel

• Lock version to prevent further changes

• Complete audit trail for compliance requirements

• Search by filename, content, tags, owner, date

• Advanced filters: workspace, folder, tags, date range

• Saved searches to reuse common filters

• Full-text search in spreadsheet content

• Sales: Attach spreadsheet to quotation or sales order

• Accounting: Link financial reports with journal entries

• Projects: Attach project tracking spreadsheets with tasks

• HR: Link payroll spreadsheets with employee records

• Inventory: Attach stock analysis with warehouse operations

• CRM: Link customer analysis with opportunities

• Auto-create spreadsheet from templates when creating new record

• Workflow rules: Auto-move spreadsheet between folders based on conditions

1. Set up workflow rules in Documents settings

2. Trigger: When spreadsheet is uploaded, tagged, or modified

3. Conditions: Check workspace, tags, owner, date, etc.

4. Actions: Move to folder, add tags, send notification, create activity

5. Approval workflow: Request approval from manager before finalize

6. Auto-archive: Automatically archive old spreadsheets after X months

7. Notifications: Send email when new or updated spreadsheet

8. Integration: Trigger actions in other modules (create task, send invoice, etc.)

• Create template spreadsheets with standard format and formulas

• Save templates in dedicated workspace or folder

• Users create new spreadsheet from template with one click

• Templates ensure consistency across team and departments

• Updating template will not affect already created spreadsheets

• Version control for templates to track changes

• Permissions: Only admins can edit templates

• Examples: Monthly report template, budget planning template, dashboard template

• Real-time collaboration: Multiple users edit simultaneously

• Comments: Discuss directly on spreadsheet

• Mentions: @mention users to notify and request input

• Activities: Assign tasks related to spreadsheet

• Chatter: Log all discussions and changes

• Notifications: Email or in-app when updates occur

• Presence indicators: See who is online and editing

• Conflict resolution: Auto-merge changes or alert conflicts

• Access control: Granular permissions by user/team/department

• Audit trail: Complete log of who viewed, edited, downloaded, shared

• Encryption: Data encrypted at rest and in transit

• Retention policy: Auto-delete or archive after specified period

• Compliance: GDPR, SOX, HIPAA compliance features

• Backup: Automatic backup with configurable retention period

• Data loss prevention: Prevent accidental deletion with confirmation

• External sharing control: Restrict sharing outside organization

• Set up clear workspace structure from start to avoid reorganizing later

• Use consistent naming convention: [Type]_[Topic]_[Date].xlsx

• Tag immediately when creating document, don't postpone or you'll forget

• Set default permissions for workspace to avoid setting each time

• Create templates for recurring reports to save time and ensure consistency

• Review and archive old spreadsheets regularly to keep workspace clean

• Use folders for temporary work, workspace root for finalized documents

• Document ownership: Assign clear owner for each important spreadsheet

• Backup critical spreadsheets: Export to Excel and save to external storage

• Training: Train team on naming conventions, tagging, and workflows

• Governance: Establish policies on retention, archiving, and deletion

• Regular audits: Review permissions and access logs periodically

• Cannot see spreadsheet: Check workspace/folder filters and permissions

• Cannot edit: Check access rights, may only have Read permission

• Version not saving: Check internet connection and storage quota

• Share link not working: Check expiry date and password settings

• Search not finding: Ensure content and tags are indexed correctly

• Workflow not triggering: Check conditions and permissions of automation rule

• Conflict when editing simultaneously: Refresh and merge changes manually

• Upload failed: Check file size limit and supported format