> ## Documentation Index
> Fetch the complete documentation index at: https://docs.pilotflows.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Documents

> Store, organize, and share documents for your organization

# 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.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-documents-page.png" alt="Documents page showing folder structure and file list" />
</Frame>

## 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.

## Key Features

<CardGroup cols={2}>
  <Card title="Folder Organization" icon="folder">
    Create folders and subfolders to organize documents by category, project, or department. Maintain a clear file structure.
  </Card>

  <Card title="File Upload" icon="upload">
    Upload multiple file types including PDFs, images, spreadsheets, and more. Support for drag-and-drop and bulk uploads.
  </Card>

  <Card title="Access Control" icon="lock">
    Set permissions on folders and files to control who can view, download, or edit documents. Role-based access control.
  </Card>

  <Card title="File Sharing" icon="share">
    Share documents with specific members or make them available to the entire organization. Generate shareable links.
  </Card>

  <Card title="Version Control" icon="history">
    Track document versions and changes. View history and restore previous versions when needed.
  </Card>

  <Card title="Search and Filter" icon="search">
    Quickly find documents using search functionality. Filter by file type, date, author, or folder.
  </Card>
</CardGroup>

## Getting Started

<Steps>
  <Step title="Access Documents">
    Navigate to **Organization** → **Documents** from your dashboard sidebar.
  </Step>

  <Step title="Create Folders">
    Organize your documents by creating folders:

    1. Click **New Folder**
    2. Enter folder name
    3. Optionally set permissions
    4. Click **Create**

    <Tip>
      Create a logical folder structure from the start. Common patterns include organizing by department, project, document type, or date.
    </Tip>
  </Step>

  <Step title="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

    <Frame caption="File upload interface">
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-document-upload.png" alt="File upload dialog showing drag and drop area" />
    </Frame>
  </Step>

  <Step title="Organize Documents">
    Move files into appropriate folders:

    1. Select files (use checkboxes)
    2. Click **Move** or drag to destination folder
    3. Confirm the move

    <Note>
      You can also create subfolders within folders for more detailed organization.
    </Note>
  </Step>
</Steps>

## Folder Management

### Creating Folders

Folders help organize documents logically:

<Steps>
  <Step title="Create Root Folder">
    Click **New Folder** at the top level to create a main folder. Examples:

    * "Aircraft Manuals"
    * "Financial Records"
    * "Training Materials"
    * "Member Certificates"
  </Step>

  <Step title="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/
    ```
  </Step>

  <Step title="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

    <Warning>
      Folder permissions apply to all files within. Individual files can have more restrictive permissions.
    </Warning>
  </Step>
</Steps>

### Folder Actions

<AccordionGroup>
  <Accordion title="Rename Folder">
    Click the folder menu (three dots) and select **Rename**. Enter the new name and save.
  </Accordion>

  <Accordion title="Move Folder">
    Drag the folder to a new location or use the **Move** option. Moving a folder moves all its contents.
  </Accordion>

  <Accordion title="Delete Folder">
    Select **Delete** from the folder menu. You'll be asked to confirm, as this action cannot be undone.

    <Warning>
      Deleting a folder permanently removes all files within it. Ensure you have backups of important documents.
    </Warning>
  </Accordion>

  <Accordion title="Set Folder Permissions">
    Update who can access a folder:

    1. Open folder menu
    2. Select **Permissions**
    3. Choose access level
    4. Save changes
  </Accordion>
</AccordionGroup>

## File Management

### Uploading Files

<Steps>
  <Step title="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
  </Step>

  <Step title="Choose Destination">
    Navigate to the folder where you want to upload files, or upload to current location.
  </Step>

  <Step title="Monitor Upload Progress">
    Watch upload progress for each file. Large files may take longer to upload.

    <Info>
      Supported file types include: PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX, images (JPG, PNG, GIF), and more. Check file size limits in settings.
    </Info>
  </Step>

  <Step title="Verify Upload">
    Once uploaded, files appear in the document list. Verify they're in the correct location.
  </Step>
</Steps>

### File Actions

For each file, you can perform various actions:

<AccordionGroup>
  <Accordion title="Preview">
    Click on a file to preview it in the browser. Supported formats include PDFs and images.
  </Accordion>

  <Accordion title="Download">
    Download files to your computer. Right-click or use the download button.
  </Accordion>

  <Accordion title="Rename">
    Rename files to better reflect their content. Useful for organizing and searching.
  </Accordion>

  <Accordion title="Move">
    Move files between folders to reorganize your document structure.
  </Accordion>

  <Accordion title="Share">
    Generate shareable links or share directly with specific members. Control access permissions.
  </Accordion>

  <Accordion title="Delete">
    Remove files you no longer need. Deletion is permanent, so be careful.
  </Accordion>
</AccordionGroup>

## Permissions and Access Control

Control who can access your documents:

### 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

### Setting Permissions

<Steps>
  <Step title="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
  </Step>

  <Step title="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)
  </Step>

  <Step title="Inheritance">
    Files inherit permissions from their parent folder by default. You can override this for individual files if needed.
  </Step>
</Steps>

## Searching and Filtering

Find documents quickly using search and filter tools:

### Search

* **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

### 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

<Frame caption="Document search and filters">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-document-search.png" alt="Search bar and filter options for documents" />
</Frame>

## File Sharing

Share documents with members or generate external links:

<Steps>
  <Step title="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)
  </Step>

  <Step title="Generate Shareable Link">
    1. Open file menu
    2. Select **Get Link**
    3. Copy the generated link
    4. Share with anyone (if permissions allow)

    <Tip>
      Shareable links can be set to expire after a certain time or require authentication.
    </Tip>
  </Step>

  <Step title="Control Link Access">
    Configure link settings:

    * Expiration date
    * Password protection
    * Download limits
    * Access permissions
  </Step>
</Steps>

## Version Control

Track document changes and maintain version history:

<AccordionGroup>
  <Accordion title="View Version History">
    Click **Versions** on any file to see:

    * Previous versions
    * Who made changes
    * When changes were made
    * File sizes
  </Accordion>

  <Accordion title="Restore Previous Version">
    If you need to revert changes:

    1. Open version history
    2. Select the version to restore
    3. Click **Restore**
    4. Confirm the action

    <Note>
      Restoring a version creates a new version, so you don't lose the current version.
    </Note>
  </Accordion>

  <Accordion title="Download Old Versions">
    Download any previous version of a file for reference or backup purposes.
  </Accordion>
</AccordionGroup>

## Best Practices

<Steps>
  <Step title="Organize from the Start">
    Create a clear folder structure before uploading many files. It's easier to organize upfront than to reorganize later.
  </Step>

  <Step title="Use Descriptive Names">
    Name files clearly and consistently. Include dates, versions, or other identifiers when relevant (e.g., "Invoice\_2024\_01.pdf").
  </Step>

  <Step title="Set Appropriate Permissions">
    Don't make everything public. Use permissions to protect sensitive documents while keeping necessary files accessible.
  </Step>

  <Step title="Regular Cleanup">
    Periodically review and remove outdated or unnecessary files. Archive important historical documents rather than deleting them.
  </Step>

  <Step title="Backup Important Files">
    While documents are stored securely, maintain your own backups of critical files, especially legal or financial documents.
  </Step>
</Steps>

## File Types and Limits

### 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

### File Size Limits

* Maximum file size varies by subscription plan
* Check your plan limits in **Settings** → **Storage**
* Large files may take longer to upload

<Info>
  If you need to upload very large files, consider compressing them or using Storage+ add-on for increased limits.
</Info>

## 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

<Frame caption="Storage usage dashboard">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-storage-usage.png" alt="Dashboard showing storage usage statistics" />
</Frame>

## Troubleshooting

<AccordionGroup>
  <Accordion title="File won't upload">
    * Check file size limits
    * Verify file type is supported
    * Check your internet connection
    * Try a different browser
    * Clear browser cache
  </Accordion>

  <Accordion title="Can't access a file">
    * 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
  </Accordion>

  <Accordion title="File appears corrupted">
    * Try downloading and opening locally
    * Check if file was uploaded completely
    * Verify file format compatibility
    * Contact support if issue persists
  </Accordion>
</AccordionGroup>

## Related Documentation

* [Organization Overview](/organization/overview) - Learn about organization features
* [Storage+](/business/storage/overview) - Enhanced storage features
* [Members](/organization/members) - Manage document access permissions
* [Settings](/organization/settings) - Configure document settings