Files (Upload, preview, versions)

Overview

Files are the actual documents you work with every day: PDFs, Excel sheets, Word documents, images, and more. The Files screen gives you a simple list view to browse and open documents without hunting through the folder tree.

When you open a file, you can:

• Confirm details like the folder, size, and last update time.
• Add helpful context using Description and Tags.
• Collaborate using Comments and Activity history.
• Avoid conflicts by checking lock status and lock history.
• Keep versions clean so the team always knows which one is newest.

Real-life example: Sales uploads “Signed Contract.pdf” to “Legal / Contracts”, adds the tag Signed, and shares a secure link to the customer. Later, the team can see who downloaded it and when.

How it works

• Each file has a Name and can be placed inside a Folder.
• When a file with the same name is uploaded into the same folder, the system can create a new version.
• You can add Tags to make searching easier.
• Downloads are counted (helpful for popular templates and shared documents).
• If real-time Cloud Sync is enabled for the folder, uploads/changes can trigger sync automatically.

Real-life example: Your team updates “Employee Handbook.pdf” every quarter. Instead of creating “Handbook_final_final.pdf”, upload the new file with the same name to keep a clean version history.

Step-by-step guide

• Go to Documents → Document Management → Files.
• Click Create (or use the upload option from a folder view).
• Select the Folder where the file should live.
• Enter a clear Name (include an extension like .pdf).
• Attach the file in File Data.
• (Optional) Add Tags and a Description.
• Click Save.

When moving files: If a file with the same name already exists in the destination folder, the move may be blocked to prevent overwriting. Rename or choose another destination.

Fields table (File)

Field Explanations

Tips

• Use tags when folders alone aren’t enough (example: tag a file as Urgent).
• Keep versions clean: update the same file name instead of creating “final_v7”.
• Use favorites (if enabled in your interface) for files you open often (templates, policies, price lists).

Common mistakes

• Uploading to the wrong folder: Always check the “Folder” field before saving.
• Using inconsistent names: “Invoice 123” vs “INV-123” makes searching harder. Pick one style.
• Forgetting tags: If your team relies on tags, missing tags can make a file “invisible” in searches.

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