Bring a file into the Documents workspace, describe it, classify it and file it so it stays governed and findable.
Before you start
- Choose the company you are working in and the Scope level the document should live at — organisation, entity, branch, department or position. Deeper scopes require the parent to be set (a branch scope needs its entity, and so on).
- Have the category and type ready. The type you choose must belong to the category you choose, and both must be active.
- Know the record the document links to — every upload references a linked resource (for example an account, contact, lead or employee) by its type and id.
- Prepare the file itself. Uploads are limited to 10 MB and to a safe allowlist: PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX, TXT, CSV, PNG, JPG, JPEG, GIF, WEBP and ZIP.
Steps
- Open the Documents workspace and choose to upload a document.
- Enter a Title (required, up to 160 characters) and an optional Description (up to 1,000 characters).
- Pick the Category and Type (both required). Choose the Scope level and any parent scope fields it needs.
- Set the Linked resource — its type and id (both required).
- Optionally choose a Folder to file it into, and set a Classification (public, internal, confidential or restricted — it defaults to internal).
- Optionally set a Retention policy code, a Review date and a Retain-until date.
- Attach the File and save.
[screenshot: Upload document dialog with title, category, type, scope and file fields]
To edit later, open the document and update its Title, Description, Category, Type and Status (active or archived). Scope, linked resource and the file cannot be changed on an update — to replace the file, upload a new version instead. To reclassify, use the classify action to set the Classification, Retention status (only active or a retained hold can be set by hand), Retention policy code, Review date and Retain-until date. To refile, move the document to another folder or to the root.
[screenshot: Document detail with edit, classify and move actions]
Result
The document is stored privately in the governed corpus, filed and classified. Every download is permission-checked and audited, and the record stays attached to its linked resource.