Files enable you to organize documents and information in various parts of the system. Setting up defaults can help to ensure you have all of the folders and files your business will need.
Table of Contents
To begin, navigate to Settings / File Management / Default Files and Folders.
Files and Folders are organized into Companies, Employees, Estimates, Locations, Orders, and Purchase Orders.
a. Companies - files such as purchase orders or company logos can be stored here.
b. Employees - files such as contracts or resumes can be stored here.
c. Estimates - files such as preliminary designs or mockups can be stored here.
e. Locations - files such as lease agreements or permits can be stored here.
d. Orders - files such as designs or contracts can be stored here.
f. Purchase Orders - files such as vendor purchase orders or quotes from vendors can be stored here.
Adding Files and Folders
All file types will within a tab are organized into one main folder, but can be further organized by creating additional folders.
1. To create a new folder in any tab, select New Folder and enter a folder name.
Note: Only Regular Folders can be created.
a. Shared Folders - These folders are visible to customers and can easily be distinguished from regular folders by the hand display at the bottom of the folder icon.
b. Regular Folders - These folders are for internal use only and only display the folder icon.
Note: If a new folder is created within a Shared Folder, the newly created folder will also be a Shared Folder. If a new folder is created within a Regular Folder, the newly created folder will also be a Regular Folder.
2. To upload any files to any folder, click Upload and select the file(s) you would like to upload.
Note: All new files and folders added here will automatically be copied when new records are created in companies, employees, estimates, locations, orders, and purchase orders.
Moving Files into Folders
To move one item:
1. Select the ellipsis on the right hand side of the item.
2. Select Move To.
3. Select the folder you would like to move the item to.
4. Select Move.
To move multiple items:
1. Click the checkboxes next to the items.
2. Click on the dropdown menu and select Move To.
3. Select the folder you would like to move the items to.
4. Select Move.
Note: Additional options such as Rename, Clone, Download, Open in New Tab, Properties, and Delete can be found by selecting the ellipsis on the right hand side of the item.
Enable File Management in the Customer Portal
1. Navigate to Settings / File Management / Files and Folders Options.
2. Select Enable File Management in the Customer Portal to allow your customers to use preset folders in the Customer Portal.
