Document Management

Documents Don't Have to Stand Alone

Most files in Quickenerp already have an obvious "home" record — a vendor bill's PDF, an employee's signed contract, a project's specification file. The Documents app doesn't duplicate these; it surfaces them centrally while keeping the link back to their real record.

Where This Shows Up

• Accounting – every vendor bill/customer invoice attachment automatically appears in Documents, filterable by "linked to Invoice."
• HR – employee documents (contracts, ID copies, certifications) filed under each employee, visible from both the employee record and the central Documents view.
• Projects – task attachments and deliverables.
• Contacts – any file attached to a customer/vendor record.

Working Both Directions

Attach a file directly from a business record's chatter (as normal), or file it centrally in Documents and link it to a record afterward — both end up in the same place. This means new team members don't need to learn "the Documents way" separately; filing an attachment the normal way on any record already populates Documents.

Retention & Cleanup

Because everything sits in one searchable place with tags and linked-record filters, periodic cleanup (archiving old project files, confirming statutory retention periods for signed contracts) is a filter-and-bulk-action task rather than hunting through dozens of individual records.

Setting Up Your Filing Structure

Creating Folders

1. Go to Documents from the main dashboard.
2. Click New Folder (or right-click an existing folder → New Folder to nest it).
3. Folders can be nested arbitrarily deep, similar to a normal file system.
4. Set folder-level Access rules once, and everything filed inside inherits them unless overridden per-file.

Uploading Files

• Drag and drop files directly into a folder.
• Or click Upload to browse and select from your computer.
• Multiple files can be uploaded at once — each becomes its own document record.

Tags

Rather than relying only on folder location, apply Tags to a document for filtering across folders — e.g. tag every signed contract "Signed" regardless of which customer's folder it lives in, so you can find "all signed contracts" in one filter instead of opening every customer folder.

Search & Filters

The search panel filters by folder, tag, file type, owner, linked record type (e.g. only documents linked to an Invoice), and date — combine several filters to narrow down quickly in a large repository rather than browsing folder by folder.

Previewing & Editing

PDFs, images, and common office formats preview directly in the browser without downloading. Basic actions (rename, replace the file, split a multi-page PDF) are available right from the list, reducing round-trips to a separate desktop tool for small edits.

Getting Files To (and From) People Outside Your Team

Sharing a File or Folder

1. Select one or more documents (or a whole folder) → Share.
2. Choose view-only or allow the recipient to upload into a shared folder too.
3. A public link is generated — send it directly, or share it to a specific portal contact so it also appears in their portal login.
4. Set an expiration if the link shouldn't stay valid forever.

Requesting a Document From Someone

Instead of chasing someone by email for a file, create a Document Request:

1. Click Request in a folder, name what you need (e.g. "Signed NDA"), and select who it's requested from.
2. A placeholder document appears immediately in the folder, linked to a scheduled activity for the requestee.
3. The requestee (internal user or external portal contact) gets a notification and can upload directly into that placeholder — from their portal if external.
4. Once uploaded, the linked activity is automatically marked done, so you can see at a glance which requested documents are still outstanding.

This turns "please send me X" from an easily-forgotten email into a trackable to-do with its own follow-up.

Email-to-Document Inbox

Each Documents workspace can have its own inbound email alias — forward or CC documents to it and they're automatically filed as new document records, useful for capturing attachments from external senders who aren't in the system at all.