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Documents

The Documents module provides centralized document storage and management for your organization. Keep all important files, certificates, manuals, and records in one secure, organized location.
Documents page showing folder structure and file list

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Overview

The Documents module helps you organize, store, and share files with your organization members. Create folders, upload files, set permissions, and maintain version control for important documents.

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Key Features

Folder Organization

Create folders and subfolders to organize documents by category, project, or department. Maintain a clear file structure.

File Upload

Upload multiple file types including PDFs, images, spreadsheets, and more. Support for drag-and-drop and bulk uploads.

Access Control

Set permissions on folders and files to control who can view, download, or edit documents. Role-based access control.

File Sharing

Share documents with specific members or make them available to the entire organization. Generate shareable links.

Version Control

Track document versions and changes. View history and restore previous versions when needed.

Search and Filter

Quickly find documents using search functionality. Filter by file type, date, author, or folder.

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Getting Started

1

Access Documents

Navigate to Organization → Documents from your dashboard sidebar.
2

Create Folders

Organize your documents by creating folders:
  1. Click New Folder
  2. Enter folder name
  3. Optionally set permissions
  4. Click Create
Create a logical folder structure from the start. Common patterns include organizing by department, project, document type, or date.
3

Upload Files

Add documents to your organization:
  • Drag and Drop - Drag files directly onto the page
  • Upload Button - Click Upload and select files
  • Bulk Upload - Select multiple files at once
File upload dialog showing drag and drop area
4

Organize Documents

Move files into appropriate folders:
  1. Select files (use checkboxes)
  2. Click Move or drag to destination folder
  3. Confirm the move
You can also create subfolders within folders for more detailed organization.

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Folder Management

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Creating Folders

Folders help organize documents logically:
1

Create Root Folder

Click New Folder at the top level to create a main folder. Examples:
  • “Aircraft Manuals”
  • “Financial Records”
  • “Training Materials”
  • “Member Certificates”
2

Create Subfolder

Navigate into a folder and click New Folder to create a subfolder. This allows for deeper organization:
Aircraft Manuals/
  ├── Cessna 172/
  ├── Piper PA-28/
  └── Maintenance Logs/
3

Set Folder Permissions

When creating a folder, set who can access it:
  • All Members - Everyone in organization
  • Specific Roles - Only certain roles
  • Specific Members - Individual members only
Folder permissions apply to all files within. Individual files can have more restrictive permissions.

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Folder Actions

Click the folder menu (three dots) and select Rename. Enter the new name and save.
Drag the folder to a new location or use the Move option. Moving a folder moves all its contents.
Select Delete from the folder menu. You’ll be asked to confirm, as this action cannot be undone.
Deleting a folder permanently removes all files within it. Ensure you have backups of important documents.
Update who can access a folder:
  1. Open folder menu
  2. Select Permissions
  3. Choose access level
  4. Save changes

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File Management

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Uploading Files

1

Select Upload Method

Choose how to upload:
  • Drag and Drop - Simplest method, drag files from your computer
  • Upload Button - Click and browse for files
  • Bulk Upload - Select multiple files at once
2

Choose Destination

Navigate to the folder where you want to upload files, or upload to current location.
3

Monitor Upload Progress

Watch upload progress for each file. Large files may take longer to upload.
Supported file types include: PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX, images (JPG, PNG, GIF), and more. Check file size limits in settings.
4

Verify Upload

Once uploaded, files appear in the document list. Verify they’re in the correct location.

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File Actions

For each file, you can perform various actions:
Click on a file to preview it in the browser. Supported formats include PDFs and images.
Download files to your computer. Right-click or use the download button.
Rename files to better reflect their content. Useful for organizing and searching.
Move files between folders to reorganize your document structure.
Generate shareable links or share directly with specific members. Control access permissions.
Remove files you no longer need. Deletion is permanent, so be careful.

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Permissions and Access Control

Control who can access your documents:

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Permission Levels

  • View - Can see and download the file
  • Edit - Can modify the file (rename, move, delete)
  • No Access - Cannot see the file at all

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Setting Permissions

1

File Permissions

  1. Click on a file’s menu (three dots)
  2. Select Permissions
  3. Choose access level:
    • Organization-wide
    • Specific roles
    • Specific members
  4. Save changes
2

Folder Permissions

Set permissions on folders to apply to all files within:
  1. Open folder menu
  2. Select Permissions
  3. Configure access
  4. Files inherit folder permissions (can be overridden)
3

Inheritance

Files inherit permissions from their parent folder by default. You can override this for individual files if needed.

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Searching and Filtering

Find documents quickly using search and filter tools:
  • Full-text Search - Search within file names and content (for supported file types)
  • Quick Search - Type in the search bar to find files by name
  • Advanced Search - Filter by multiple criteria

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Filters

  • File Type - Show only PDFs, images, spreadsheets, etc.
  • Date Range - Files uploaded within a specific period
  • Author - Files uploaded by specific members
  • Folder - Files in specific folders
  • Size - Filter by file size
Search bar and filter options for documents

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File Sharing

Share documents with members or generate external links:
1

Share with Members

  1. Select the file(s) you want to share
  2. Click Share
  3. Choose members or roles
  4. Set permission level
  5. Send notification (optional)
2

Generate Shareable Link

  1. Open file menu
  2. Select Get Link
  3. Copy the generated link
  4. Share with anyone (if permissions allow)
Shareable links can be set to expire after a certain time or require authentication.
3

Control Link Access

Configure link settings:
  • Expiration date
  • Password protection
  • Download limits
  • Access permissions

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Version Control

Track document changes and maintain version history:
Click Versions on any file to see:
  • Previous versions
  • Who made changes
  • When changes were made
  • File sizes
If you need to revert changes:
  1. Open version history
  2. Select the version to restore
  3. Click Restore
  4. Confirm the action
Restoring a version creates a new version, so you don’t lose the current version.
Download any previous version of a file for reference or backup purposes.

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Best Practices

1

Organize from the Start

Create a clear folder structure before uploading many files. It’s easier to organize upfront than to reorganize later.
2

Use Descriptive Names

Name files clearly and consistently. Include dates, versions, or other identifiers when relevant (e.g., “Invoice_2024_01.pdf”).
3

Set Appropriate Permissions

Don’t make everything public. Use permissions to protect sensitive documents while keeping necessary files accessible.
4

Regular Cleanup

Periodically review and remove outdated or unnecessary files. Archive important historical documents rather than deleting them.
5

Backup Important Files

While documents are stored securely, maintain your own backups of critical files, especially legal or financial documents.

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File Types and Limits

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Supported File Types

  • Documents: PDF, DOC, DOCX, TXT, RTF
  • Spreadsheets: XLS, XLSX, CSV
  • Presentations: PPT, PPTX
  • Images: JPG, JPEG, PNG, GIF, SVG, WEBP
  • Archives: ZIP, RAR, 7Z
  • Other: JSON, XML, and more

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File Size Limits

  • Maximum file size varies by subscription plan
  • Check your plan limits in Settings → Storage
  • Large files may take longer to upload
If you need to upload very large files, consider compressing them or using Storage+ add-on for increased limits.

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Storage Management

Monitor your organization’s storage usage:
  • Storage Dashboard - View total storage used
  • By Folder - See storage usage per folder
  • By File Type - Breakdown by file type
  • Cleanup Suggestions - Identify large or duplicate files
Dashboard showing storage usage statistics

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Troubleshooting

  • Check file size limits
  • Verify file type is supported
  • Check your internet connection
  • Try a different browser
  • Clear browser cache
  • Verify you have permission to view the file
  • Check if you’re in the correct organization
  • Contact the file owner or an admin
  • Verify folder permissions
  • Try downloading and opening locally
  • Check if file was uploaded completely
  • Verify file format compatibility
  • Contact support if issue persists