Document Management

Getting Files To (and From) People Outside Your Team

Sharing a File or Folder

1. Select one or more documents (or a whole folder) → Share.
2. Choose view-only or allow the recipient to upload into a shared folder too.
3. A public link is generated — send it directly, or share it to a specific portal contact so it also appears in their portal login.
4. Set an expiration if the link shouldn't stay valid forever.

Requesting a Document From Someone

Instead of chasing someone by email for a file, create a Document Request:

1. Click Request in a folder, name what you need (e.g. "Signed NDA"), and select who it's requested from.
2. A placeholder document appears immediately in the folder, linked to a scheduled activity for the requestee.
3. The requestee (internal user or external portal contact) gets a notification and can upload directly into that placeholder — from their portal if external.
4. Once uploaded, the linked activity is automatically marked done, so you can see at a glance which requested documents are still outstanding.

This turns "please send me X" from an easily-forgotten email into a trackable to-do with its own follow-up.

Email-to-Document Inbox

Each Documents workspace can have its own inbound email alias — forward or CC documents to it and they're automatically filed as new document records, useful for capturing attachments from external senders who aren't in the system at all.

A Central Home for Every File

Rather than files scattered across email attachments and individual records, the Documents app gives every file (and folder) a single place to live, with tags, sharing rules, and links back to whatever business record it belongs to (an invoice, a contact, a project task).

Core Concepts

Where Documents Come From

Files land in Documents automatically from many places — an emailed invoice PDF, an uploaded employee contract, a signed sales quotation — so it becomes the natural single search destination even for files you never manually filed yourself.

Documents Don't Have to Stand Alone

Most files in Quickenerp already have an obvious "home" record — a vendor bill's PDF, an employee's signed contract, a project's specification file. The Documents app doesn't duplicate these; it surfaces them centrally while keeping the link back to their real record.

Where This Shows Up

• Accounting – every vendor bill/customer invoice attachment automatically appears in Documents, filterable by "linked to Invoice."
• HR – employee documents (contracts, ID copies, certifications) filed under each employee, visible from both the employee record and the central Documents view.
• Projects – task attachments and deliverables.
• Contacts – any file attached to a customer/vendor record.

Working Both Directions

Attach a file directly from a business record's chatter (as normal), or file it centrally in Documents and link it to a record afterward — both end up in the same place. This means new team members don't need to learn "the Documents way" separately; filing an attachment the normal way on any record already populates Documents.

Retention & Cleanup

Because everything sits in one searchable place with tags and linked-record filters, periodic cleanup (archiving old project files, confirming statutory retention periods for signed contracts) is a filter-and-bulk-action task rather than hunting through dozens of individual records.