Documents and Images

Documents holds licences, IDs, contracts, and policies in folders, with versions, approval, and expiry reminders. Images holds the pictures you reuse across the workspace, such as product photos and logos. Both use the same folder tree, and both can import a whole folder from your computer.

Documents is a module of its own in the System group of the sidebar. It is announced in the Store with the Brand new module dialog and is not added automatically. See Apps catalog and modules.

#The Documents menu

Select Documents in the sidebar to open its pages.

#Folders and access

The folder tree is on the left of the Documents list. A folder with access rules is restricted: only the people named in its rules, and administrators, can open it. A folder without rules follows the folder above it, or the workspace default. With no rules at all, administrators and managers manage the folder, developers edit, and everyone else with Documents views it.

Use the folder menu to create a folder or sub folder, rename it, set Who can open it, or delete it. Only an empty folder can be deleted. It goes to the trash and can be restored.

#Add a document

Select New document.

1. Choose the file. PDF, images, Office documents, text, and CSV are accepted, up to 25 MB.
2. Enter the name, and choose the folder and the document type.
3. Enter the expiry date when the type needs one.
4. Add tags and linked records if useful.
5. Leave Send for approval now off to keep it as a draft, or turn it on if the type needs approval.

You need edit access to the folder to add a document there. If you do not, the page says so and asks you to request edit access.

#Document types

A type says whether its documents need approval, carry an expiry date, and get reminders, and which fields they use. Open Document types to manage them, or use Add the starter types for Business license, Driver's license, Work authorization, Passport, Contract, and Policy.

#Create a type while you work

On the New document page and in the Change details dialog of a document, the Type field is a search box. Type a name that does not exist and the list offers Create "name". Selecting it adds the type at once, and the document uses it. The import window only lists types that already exist.

• Only a Super Admin or a Manager can add a type. For anyone else the list says that no type matches and that only an administrator or manager can add one.
• A type created this way needs no approval and no expiry date, and it uses the default reminders of 30 and 7 days before expiry. Open Document types to change these, or to attach custom fields.
• If the name belongs to a type that is switched off, you are told to switch it on under Document types instead of creating a copy.

#Import a folder

You can bring a whole folder, or a mix of files and folders, into Documents or Images in one step. Folders keep their structure.

1. On Documents or Images, select Import folder and choose a folder on your computer. You can also drag files and folders onto the page. A drop anywhere on the page works, and an overlay shows while you drag.
2. A window shows what will happen: where the import goes (Into the top level, or Into the folder you are in), how many files and how large they are, how many new folders will be created, and how many existing folders will be reused by name.
3. For Documents, choose one Document type for the whole import, or leave it empty to add the documents without a type. Types that need an expiry date are not listed, because each document would need its own date. A type that needs approval saves the documents as drafts until they are sent for approval.
4. Review the items that will not be imported and why, then select Import.
5. A progress bar shows each file. You can Stop after the current file. When it ends, a summary lists what was imported and what was not, and Retry failed tries the failed files again.

#Limits

• One import takes up to 1,000 files and 2 GB.
• Each document file can be up to 25 MB. Each picture can be up to 15 MB.
• Documents accept PDF, images, Office documents, text, and CSV. Images accept pictures only (JPEG, PNG, WebP, GIF, AVIF, and HEIC).
• System files such as .DS_Store are left out and counted.
• If a folder is too big to read at once, import its sub folders one at a time.

#What can stop an import

Each imported file goes through the same rules as a file added one at a time: the folder's access level, the type, the size, the real file content, and any custom fields your workspace defined in Studio.

#Images

Open Images to browse, upload, and manage pictures. Search by name, tag, or description, and filter by folder. Select Upload for quick uploads, or Import folder for a whole folder. Open an image to change its alt text, folder, and tags, to copy its URL, or to delete it. A deleted image can be restored from Recently deleted, and from the undo message that appears right after deleting.

Product photos are stored here first. See Product images.

#Trash

Trash lists deleted documents, folders, and images. Restore a document to bring back its versions and links. Restore a parent folder before the folders and files inside it.

#Common problems