Document Storage

12 min

Overview

Documents are static files such as PDFs, excel files and variou simages formats. Creating a document allows you to share it with both individuals and groups so that they can download and use it for whatever your business needs are.

👨🏻‍🏫 Walk Through

📤 Uploading a Document

Go to the Documents tab in the admin view.
Click Add Document.
You can:
- Add an existing document from another workspace (if available), or
- Upload a new document from your device.
Supported file types include .pdf, .xlsx, .docx, .png, .jpg, and more.

Once uploaded, you’ll see the document listed with its file type, size, and name.

Documents can be shared with groups so that group members see them within their workspace.

From the Groups tab, select the desired group (e.g., “Sales”).
Under Documents, choose the file(s) you want to add.
Once added, group members will see a document icon in bottom right corner of the screen when in any of the pages associated with the group.
Clicking the icon opens a downloadable file viewer for the shared document.

✅ Best for: Sharing multiple documents with group members without cluttering their top navigation bar.

You can also share documents directly with specific users by assigning them a dedicated page that contains the document.

How to Do It:

Go to Pages > Add Page.
Enter a name (e.g., “Sales Order Page”).
Set the Page Type to Document.
Select the document to include on the page.
Click Save to create the page.

Then, assign the page to a specific user:

Navigate to Assign Workspaces > Individuals.
Select the user.
Assign the document page you created.

The user will now see this document listed in their navigation menu as a standalone page.

✅ Best for: Highlighting a specific document that deserves its own page (e.g., contracts, invoices, templates).

When a document is added to a group, users will access it via a document icon in the group tab (compact, icon-based UI).
When a document is assigned as a page, it appears in the user’s navigation bar, along with other top-level content.

💡 If a user only belongs to one group, their group content will display directly in the main view. If they belong to multiple groups or have multiple pages, a select bar (dropdown) will appear to organize the navigation.

🧠 Best Practices

For many documents, share them through groups to avoid cluttering the top navigation bar.
For important or standalone documents, use individual pages for higher visibility.
Group document icons open a modal for easy access, while page-assigned documents load in full view with context.
Avoid duplicate file names to prevent confusion between similar pages or documents.

✅ Recap

Feature	Group Documents	Individual Document Page
Access Method	Icon in group tab	Navigation bar link
Ideal Use Case	Bulk/shared resources	High-priority or user-specific files
UI Behavior	Download modal	Full-page document display
Navigation Impact	Keeps nav bar clean	Adds to main nav bar

📌 Final Tips

You can use both methods simultaneously.
Reorganize or rename documents anytime via the admin dashboard.
Be mindful of navigation clutter—group sharing scales better for teams with lots of files.

Document Storage

Overview

👨🏻‍🏫 Walk Through

📤 Uploading a Document

👥 Sharing Documents with Groups

How to Share with a Group:

👤 Sharing Documents with Individuals

How to Do It:

🔄 Understanding the Navigation Behavior

🧠 Best Practices

✅ Recap

📌 Final Tips