Documents

The Documents module is your organization's file library. You organize files in folders, upload new versions without losing old ones, preview common file types in the browser, and attach files to records such as contacts, leads, notes or organization units. Deleted files go to a trash you can restore from.

Before you begin

• The Documents module must be enabled for your organization.
• To browse and download files you need View and download documents. To upload, create folders, rename, move and restore from the trash you also need Upload, edit, move and organize documents. Moving items to the trash and deleting them for good needs Delete documents and empty the trash (administrators only, by default).
• Attachments on records follow the permissions of the record, not these permissions. See Attachments on records.

Key concepts

Term	Meaning
Library	The folder tree under Documents. Permissions apply to the whole library; there is no per-folder sharing.
Folder	Folders can be nested. Names are unique within a folder, ignoring upper and lower case.
Version	Each file keeps every version uploaded to it. One version is the Current one; any other can be downloaded or restored.
Attachment	A file uploaded on a record. Attachments are not part of the library and do not appear in its folders or search.
Trash	Deleted files and folders, kept for a number of days set by your organization, then deleted for good.

Browse the library

Select Documents in the main menu (/m/documents). The page lists the folders and files of the current folder with their Name, Size and Modified date (and who changed them last).

• Select a folder to open it. The path above the list (starting at Documents) shows where you are; select any part of it to go back up.
• Select a file to open its file panel.
• Each row has an actions menu (Actions for name) with Download, Rename, Move and Move to trash, depending on your permissions.
• The line at the bottom shows how much storage your organization uses and the largest file you can upload, for example "2.1 GB used of 50 GB · files up to 100 MB".

The Documents library, inside a folder.

Search

Type in Search documents and press Enter. Results list matching folders and files by name, across all folders, with the path of each. The trash is not searched, and the contents of files are not searched. Select Clear search (the × in the box) to go back to the folder.

Create and organize folders

1. Open the folder where the new folder should go (or stay at the top level).
2. Select New folder, enter a Name and select Create.

To rename or move a folder, open its actions menu and choose Rename or Move. In the Move dialog, choose the destination folder (or Documents for the top level) and select Move here. A folder cannot be moved into itself or into one of its own subfolders.

Upload files

1. Open the folder where the files should go.
2. Select Upload and choose one or more files, or drag files from your computer and drop them anywhere on the page.
3. An upload panel shows the progress of each file. Close it with the × when the uploads are done.

If a file with the same name is already in the folder, Modulix asks what to do:

Choice	Result
Upload as a new version	The upload becomes the new current version of the existing file. Earlier versions are kept and can be restored.
Keep both	The new file is added with a numbered name.
Skip this file	Nothing is uploaded for this file.

Choosing what to do when a file with the same name already exists.

Uploads can be refused when:

• the file is larger than the Maximum file size setting;
• the organization's Storage quota would be exceeded (every stored version counts, the trash included);
• the file's extension is in Blocked file types, or not in Allowed file types when that list is set.

note

Large uploads are sent in one request and cannot be resumed. Uploaded files are not scanned for viruses.

The file panel

Select a file to open its panel on the right. It shows the file's size and folder path, and:

• a preview for images (PNG, JPEG, GIF, WebP), PDFs and plain text. Other types, including Office documents, SVG and HTML, are download-only;
• the buttons Download, New version, Rename, Move and Delete (as your permissions allow);
• a Description field, plus any custom fields your administrator added to files. Select Save details to save them;
• Versions: every version with its number (v1, v2…), size, who uploaded it and when. The current one is marked Current;
• Attached to: the records this file is attached to, if any.

The file panel: preview, actions, details and version history.

Upload a new version

1. Open the file panel.
2. Select New version and choose the file.

The new upload becomes the current version. The file keeps its name, folder and attachments.

Download or restore an earlier version

In Versions, use the download icon next to a version to download it, or the restore icon (Make this the current version) to restore it. Restoring adds a new version with the old content and makes it current, so the history is never lost. Restoring takes no extra storage.

Rename or move a file

Select Rename, enter the new name and select Rename. Select Move, pick a folder and select Move here. The new name must not use a blocked extension.

Delete and restore (trash)

Deleting a file or folder (Delete in the file panel, or Move to trash in a row's menu) moves it to the trash with everything it contains. You can restore it until the trash is emptied.

To open the trash, select the trash icon (Trash) at the top right of the Documents page, or choose Documents trash in the command palette (/m/documents/trash).

The trash: restore items or delete them for good.

The trash lists each item with where it was, when it was deleted and by whom. For each item you can:

• Restore it to its folder. If that folder no longer exists, the item is restored to the top level.
• Delete for good: the item is deleted permanently, with all its versions (and, for a folder, everything inside).

Empty trash deletes every item in the trash permanently, after a confirmation.

Items in the trash still count toward the storage quota. The trash is emptied automatically after the number of days set in Empty the trash after (days).

Attachments on records

When Documents is enabled, every record type in Modulix gets attachments: users, organization units, notes, contacts, companies, leads and the records of any other module.

• In a record's create or edit form, an Attachments section lets you drop files or browse for them, and remove existing ones. Changes are applied only when you save the form; files waiting to be uploaded are marked on save. Cancelling the form changes nothing.
• On a record's detail page, an Attachments card lists the attached files with a count. Changes there apply immediately: drop files to attach them, select a file to download it, or select × to remove it.

Attachments on a record's page.

Attachments follow the record's permissions: if you can view the record, you can see and download its attachments; if you can edit it, you can add and remove them. You don't need any Documents permission for this.

When a record is deleted, the files uploaded as its attachments are deleted too.

How Documents connects to other modules

• Custom fields can be added to files (record type File); they appear in the file panel.
• Workflow Automation can react when a file is created, updated or deleted. See Workflow automation.
• Other modules, such as Notes and the record pages of CRM, sales and finance modules, show attachments through the forms and cards described above.

Settings

Administrators set these on Administration → Settings, Documents tab:

Setting	Default	What it does
Maximum file size (MB)	100	Largest file accepted, per file. The server operator may set a lower limit for the whole deployment.
Storage quota (GB, 0 = unlimited)	0	Total storage for the organization. Every version counts, the trash included.
Allowed file types	empty (any)	Extensions separated by commas, for example pdf, docx, png. When set, other files are refused.
Blocked file types	exe, msi, bat, cmd, com, scr, ps1, vbs, jar, sh	Extensions always refused, on upload, new version and rename.
Empty the trash after (days)	30	Items older than this in the trash are deleted for good. Between 1 and 3,650.

Permissions

Permission	What it allows	Granted by default to
documents.file.read — View and download documents	Browse folders, search, preview and download files, view the trash.	Admin, Member
documents.file.write — Upload, edit, move and organize documents	Upload files and new versions, create, rename and move folders and files, edit details, restore versions and restore from the trash.	Admin, Member
documents.file.delete — Delete documents and empty the trash	Move files and folders to the trash, delete items for good, empty the trash.	Admin

Limitations

• Permissions apply to the whole library; you cannot restrict a folder to some people.
• Files cannot be locked or checked out while someone works on them, and they cannot be edited in the browser.
• Search matches names only, not file contents.
• Download links are created on demand and expire after a few minutes, so a copied download link stops working quickly.