Files
The File Management system is a centralized digital vault designed to store, organize, and reuse documents across your entire ERP. By using a "Single-File, Multi-Link" architecture, the system ensures that one physical upload can be attached to various transactions, customers, or employees without duplicating storage space. Access this via the Files module or the Attachments section within any transaction view.
The File Manager Interface
The File Manager provides a structured view of all media and documents, categorized by their source and usage:
- Categorized Browsing: Files are automatically grouped into folders based on their origin, such as Sales Invoices, Purchase Orders, or Expense Vouchers.
- Entity-Specific Storage: Dedicated sections exist for non-transactional files, including Customer/Supplier profile images and Employee records (such as ID proofs, licenses, and family documentation).
- Frontend & Media: A specialized folder for website assets like logos, banners, and loaders, which can be pulled directly into the website page builder.
- Smart Previewer:
- Images & PDFs: View these directly within the browser using the "Quick View" or "Full View" modes.
- Office Documents: Word, Excel, and PowerPoint files open via an integrated Google Docs previewer for instant reading without needing to download the file.
How to Upload and Create Folders
The system supports both organized transaction-based uploads and general document storage:
- Drag-and-Drop Uploads: Simply drag files from your computer into the upload zone. You can assign the "Transaction Type" during the upload process to ensure the file is filed in the correct directory.
- Custom Folder Management: For general documents like "Lease Agreements" or "Tax Certificates":
- Click Upload New File in the Files section.
- In the Folder Selection dropdown, select New Folder and type in your desired name.
- Note: The system requires at least one file to be uploaded when creating a folder; you cannot create an empty directory.
Efficient File Reusage (Linking)
To save storage and keep your data consistent, the system allows you to reference one file in multiple places:
- Linking to Transactions: When viewing an invoice or order, use the Choose button. You can pick a file that already exists in your File Manager instead of uploading a duplicate.
- The "One-to-Many" Rule: A single payment receipt can be linked to multiple invoices. While it appears in the folder for each invoice, the system only saves one physical copy on the server.
- Cross-Folder References: If you move a file from a Custom Folder to a Transaction, it remains visible in both places. The system optimizes storage by only counting the file size once toward your total usage.
Privacy and Visibility
The system includes built-in privacy controls to ensure sensitive documents are only seen by the right people:
- Visibility Toggle: Use the Visibility Switch in the file sidebar to set a file as Private or Public.
- Secure Storage: Sensitive documents, such as payroll details or employee family data, are stored securely and are only accessible to users with the appropriate permissions to view those specific modules.
Management Tools
- Infinite Scrolling: The interface uses a "Load More" feature to ensure the page remains fast and responsive, even if you have thousands of uploaded files.
- Filter Type: Use the filters to quickly narrow down your view to "Images only," "Documents only," or files belonging to a specific transaction type.
- Storage Health: A detailed summary table shows the total number of files and the disk space consumed, helping you monitor your storage limits.
Important Note
Physical vs. Virtual Deletion: When you remove an attachment from a specific transaction, you are often only removing the link. The file remains in the central File Manager if it is still needed elsewhere. To completely remove a file from the system, it must be deleted from the main File Manager hub.