Documents & Files

Store, share, and organize files.

What is the Documents Library?

The Documents library is a central place to store, organize, and share all files related to your business — contracts, briefs, deliverables, reports, images, and more. Files can be attached to contacts, organizations, projects, tickets, or proposals, and optionally shared with clients through their portal.

Viewing Documents

Go to Documents in the top menu.

Filter documents by:

• Project — Documents for a specific project
• Contact — Documents related to a specific client
• Organization — Documents related to a specific company
• Ticket — Documents attached to a support ticket
• Proposal — Documents linked to a specific proposal
• Type — Category of document
• Search — By file name or description
• Archived — Show or hide archived documents

Uploading a Document

1. Click Upload Document (or New Document).
2. Select the file from your computer (PDFs, images, Word documents, spreadsheets, etc.).
3. Fill in the details:
   • Name — A clear name for the file (different from the file name if needed)
   • Description — What this document is and what it contains
   • Type — The category of this document
   • Access level:
     • Private — Only visible to your team
     • Shared — Visible to team members with access
     • Public — Can be shared externally
   • Attach to — Link this document to a project, contact, organization, ticket, and/or proposal
   • Portal visibility — Whether clients can see this in their customer portal
   • Review date — Optional. Set a date to be reminded to review this document
4. Click Upload.

Downloading a Document

1. Find the document in the list or on the related record (project, contact, etc.).
2. Click Download.
3. A secure, time-limited download link is generated and the file downloads.

Sharing Documents with Clients via Portal

You can make specific documents visible to clients in their customer portal:

1. Open the document.
2. Toggle Portal Visibility to ON.

The client will see this document when they log into their portal. To hide it again, toggle it OFF.

Archiving a Document

Archiving removes a document from your active list without deleting it. Use this for older documents you want to keep for records but no longer need day-to-day access to.

1. Open the document.
2. Click Archive.

To see archived documents, toggle Show Archived in the document list filters.

To restore an archived document, open it and click Unarchive.

Deleting a Document

1. Open the document.
2. Click Delete.

Deleted documents are soft deleted — they are removed from your view but preserved in audit logs.

Review Dates

If you set a review date on a document, you will receive a reminder when that date approaches. This is useful for contracts that expire, policies that need updating, or any document with a defined lifecycle.

Frequently Asked Questions

What file types can I upload? You can upload PDFs, images (JPG, PNG, GIF), Microsoft Office documents, and most common file types. Very large files or unusual formats may not be supported — contact support if you encounter issues.

Is there a file size limit? File size limits depend on your workspace plan. Contact support for details on your current limits.

Can I see which documents have been viewed by clients? Document view tracking is on our product roadmap. Currently you can see which documents are shared but not specific view activity.

What is the difference between archiving and deleting? Archiving hides the document from your active list but preserves it and keeps it downloadable. Deleting marks it as deleted. Both are reversible — archiving more so than deletion. Use archiving for old documents you still need to keep.

Can I organize documents into folders? Folder-based organization is on our roadmap. Currently, documents are organized by the record they are attached to (project, contact, etc.) and can be filtered by type.