Document Management

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.

Setting Up Your Filing Structure

Creating Folders

1. Go to Documents from the main dashboard.
2. Click New Folder (or right-click an existing folder → New Folder to nest it).
3. Folders can be nested arbitrarily deep, similar to a normal file system.
4. Set folder-level Access rules once, and everything filed inside inherits them unless overridden per-file.

Uploading Files

• Drag and drop files directly into a folder.
• Or click Upload to browse and select from your computer.
• Multiple files can be uploaded at once — each becomes its own document record.

Tags

Rather than relying only on folder location, apply Tags to a document for filtering across folders — e.g. tag every signed contract "Signed" regardless of which customer's folder it lives in, so you can find "all signed contracts" in one filter instead of opening every customer folder.

Search & Filters

The search panel filters by folder, tag, file type, owner, linked record type (e.g. only documents linked to an Invoice), and date — combine several filters to narrow down quickly in a large repository rather than browsing folder by folder.

Previewing & Editing

PDFs, images, and common office formats preview directly in the browser without downloading. Basic actions (rename, replace the file, split a multi-page PDF) are available right from the list, reducing round-trips to a separate desktop tool for small edits.