[Category]Files & Documents
Documents
File documents on a contact, a task or a project, and find them again.
Every contact, task, appointment and project has a file panel. It is where the offer, the photo, the signed contract or the scan is filed, so the document sits with the record it belongs to instead of in a folder somewhere on your machine. Files go in by picking them or by dragging them onto the panel, and they come back out with a double-click.
Files that arrive as email attachments are handled in the mail module — see Attachments.
The file panel
The same panel shows up in several places, and it always works the same way: a list of what is filed here, an upload icon at the top right and, at the bottom, the folder you are currently in.
How to use it
- On a contact, click Documents in the tab column. The panel fills the main area, and the number on the tab tells you how many files there are.
- To get the panel out of the way of the rest of the record, click New action — the button with the plus above the record — and choose Add document. A movable, resizable window titled Documents opens with the same panel in it. While that window is open the Documents tab is empty; closing it puts the panel back.
- In an open task or appointment, the panel is the strip above the Add file link.
- In an open project, the panel sits in the project form.
Good to know: in a task or appointment the panel is a compact strip — it has no heading and no folder path, so the folder features are not available there. Everything else works as described below.
Related features
Adding files, How the list is sorted
Adding files
Two ways in: through a file picker, or by dragging files straight from your desktop.
How to use it
- Click the cloud icon at the top right of the panel and pick the files. You can select several at once.
- Or drag the files from your desktop or file manager and drop them on the panel. The list dims and shows a file symbol while you hold them over it.
- In an open task or appointment, click Add file under the file area instead. The same file picker opens.
- Uploading runs in the background — a short message says so — and the files show up in the list when it is done.
Good to know: a whole folder can be dropped in; it is taken over with everything inside it. Hidden files are skipped.
Related features
Folders
If a record collects a lot of files, sort them into folders of your own.
How to use it
- At the bottom of the panel, click the folder icon with the plus next to the folder path and choose Create folder.
- Type a name and confirm with Create folder. The folder appears as a row in the list.
- Double-click a folder row to go into it. The folder path at the bottom gains a step.
- Click a step of that path to go back, or Home for the top level.
Good to know: new files always land in the folder you are looking at — so open the folder first, then add the files.
Related features
Adding files, How the list is sorted
How the list is sorted
The panel does not only show what you filed here yourself. Files from linked records — a task, a mail, a note, a deal, a project — show up as well, and the counter next to the heading includes them.
How to use it
- Files of the same kind are folded into one row that names the type and says how many files it holds and how much they weigh together. Click the chevron at its right end to see them one by one; the chevron then points up and closes the group again.
- A file carrying a small blue bookmark was not filed here but comes from a linked record.
- To see where such a file actually lives, open its three-dot menu and click the first entry — it names the record and the file size. The task, appointment, note, deal, mail or project it belongs to opens.
Related features
Opening a filed document, Folders
Opening a filed document
Getting a document back is the point of filing it in the first place.
How to use it
- Double-click the file row, or choose Download from its three-dot menu.
- A progress bar runs in the row and the file opens in the program your computer uses for that file type.
Good to know: a file you have opened before is only fetched again when it has changed in the meantime, so a second look is quick.
Related features
Where documents are stored, How the list is sorted
Renaming and removing files
Each file row carries a three-dot menu with everything you can do to that one document.
How to use it
- To rename a file, click its name once to select the row, then click the name again and type the new one. Press Enter or click somewhere else to save it; Esc leaves the name as it was.
- To take a file off the record, open its three-dot menu and choose Delete. The row disappears and the counter goes down by one.
- In an open project, Mail in the same menu fetches the file and starts a new mail with it attached.
Good to know: if the documents are kept in a shared folder and the file there cannot be removed, you get a File could not be deleted warning asking you to delete it in that folder yourself.
Related features
Opening a filed document, Attachments
Where documents are stored
By default documents are kept on the rocketbatch service. Instead, a shared folder of your own can be used — a network drive or a cloud folder with a local path. Then only enough information to find a document again is kept in rocketbatch, and the documents themselves stay in your folder. This is administrator territory: the setting is only offered to administrators.
How to use it
- Open Settings and choose Documents / Attachments.
- Switch on Enable shared folder.
- Fill in General folder (Same for all users) — the path as it is set up for everybody — and, if your machine reaches it differently, Custom shared path to a shared folder. The folder icon next to each field opens a picker.
- Click Save. A message asks you to log out and log in again before the change takes effect.
Good to know: with a shared folder in use, double-clicking a file opens it straight from that folder rather than downloading it. If the file is no longer there you get a File not found warning naming the path it looked at.