---
title: Document Storage
slug: document-storage
docTags: 
createdAt: 2025-07-16T17:45:53.912Z
---

# 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

::loom{url="https://www.loom.com/embed/592ac6778ee44635b3e23b0ba4f6b221?sid=e4b1c73c-2965-4d61-815f-49a9bdf662b1" aspectRatio="1.7777777777777777"}

## 📤 Uploading a Document

1. Go to the **Documents** tab in the admin view.
2. Click **Add Document**.
3. You can:
   - **Add an existing document** from another workspace (if available), or
   - **Upload a new document** from your device.
4. 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.

## 👥 Sharing Documents with Groups



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



### How to Share with a Group:

1. From the **Groups** tab, select the desired group (e.g., “Sales”).
2. Under **Documents**, choose the file(s) you want to add.
3. 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.
4. Clicking the icon opens a **downloadable file viewer** for the shared document.



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

## 👤 Sharing Documents with Individuals



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



### How to Do It:

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



Then, assign the page to a specific user:

1. Navigate to **Assign Workspaces** > **Individuals**.
2. Select the user.
3. Assign the document page you created.



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



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

## 🔄 Understanding the Navigation Behavior

- 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.