Files Module
Managing Files
How to add a file record, keep a real version history, and link it to a project, contact, invoice, or other record elsewhere in the app.
1Add a file record
Click + New File. One form does everything — the upload, its metadata, and its link to another record, all at once.
| Field | Notes |
|---|---|
| File Name | The only required field. |
| Attached File | Click Upload File to pick a real file. File Type and Size Label auto-fill from it once attached. You can also leave this blank and keep the record as metadata-only — see limitations. |
| Category | Free text with suggestions from categories you’ve already used; defaults to “document.” |
| Linked Module | Pick Company, Contact, Account, Sales Invoice, Purchase Order, Project, or Task from the dropdown and a second dropdown appears with your real records of that type to pick from. Choose “Other (type manually)” to label it with any other module name as free text instead. |
| Linked Reference | Auto-filled with the picked record’s name when you use the curated picker; editable free text when you use “Other.” |
| Status | Active or Archived. |
| Visibility | Internal, Restricted, or Public. |
| Uploaded By, Notes | Reference fields. |
Click Create File Record.
Nothing stops you from saving without attaching anything — useful for placeholder or physical-document tracking, but there’ll be nothing to open or download until you attach a real upload.
Common tasks
Replacing a file & tracking versions
Open an existing file record and click Replace File to attach a different upload. This doesn’t overwrite anything — it appends the previous attachment to a real version history kept on the record, shown as a running count (“N versions on record — the current file is always the latest”). Remove clears the currently attached file without deleting the record itself.
Linking a file to a real record
The curated Linked Module picker (Company, Contact, Account, Sales Invoice, Purchase Order, Project, Task) fetches your actual records of that type and links to a real ID — so it shows up correctly wherever that other record displays its attachments (for example, a Project’s Attached Files list).
Choosing Other (type manually) lets you type any module name, but there’s no real record behind it — the numeric link stays at zero, so it won’t appear automatically on that other record’s own view even though the label reads correctly here.
Restricting or archiving a file
Set Status to Archived to retain a file for record-keeping without it cluttering active lists, or set Visibility to Restricted/Public to note its access level. Select multiple files in the list and use the toolbar’s Archive, Mark Active, or Delete to apply a change in bulk.
Reference
Status & visibility reference
| Status | Meaning |
|---|---|
| Active | Current, in normal use. |
| Archived | Retained for record-keeping. |
| Visibility | Meaning |
|---|---|
| Internal | Default. |
| Restricted | Limited-visibility, flagged in the KPI row. |
| Public | Broadest visibility label. |
What this module doesn’t do
Category is a free-text label with autocomplete, not a real folder structure — there’s no nesting.
Nothing requires a real attachment. If you skip it, there’s no real file behind the record and nothing to open.
Companies, Contacts, Accounts, Sales, Purchases, Projects, and Tasks. Linking to anything else — Payroll, Communications, and so on — has to go through “Other” as a free-text label with no real numeric link.