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Managing Documents

The Documents screen is the central, organization-wide place to store files that belong to a specific record and to find any document later, no matter which module created it. This guide covers uploading, linking, editing metadata, previewing, downloading, and deleting documents, plus how to filter the list.

Permissions: Viewing and downloading need documents.view. Uploading needs documents.create, editing metadata needs documents.update, and deleting needs documents.delete.

What a document is linked to​

Every document is attached to one entity. The supported entity types are:

Entity typeExamples of what you'd attach
OrganizationCompany registration, GST certificate.
StockTitle deed, survey sketch, EC for a piece of land.
ProjectMaster plan, RERA approval.
SubprojectApproved layout, sanction plan.
UnitAllotment letter, unit-level agreement.
QuotationA signed copy of a quote.
Sales Order (SO)Booking form, agreement to sell.
Sales Invoice (SI)The issued invoice, payment proof.
PartnerPartner KYC, agreement.

Uploading a document​

You can upload from the central Documents screen, or from the Documents tab on any record (a stock, unit, project, and so on). Either way the flow is the same.

  1. Click Upload Document.
  2. Choose the file. Allowed types are PDF, JPG, PNG, DOC, DOCX, XLS, XLSX, DWG; the maximum size is 10 MB. The upload bar shows progress and lets you retry if it fails.
  3. Pick the entity type, then pick the specific related entity. (When you upload from a record's own Documents tab, this is pre-selected for you.)
  4. Choose the Document Type from the master list. This determines the classification — and which custom fields appear next.
  5. Fill in any custom fields the document type defines (for example a Registration Number or Registered Date). You can also add extra ad-hoc key/value pairs if you need them.
  6. Click Save. The document is stored and appears in the list.

Filenames are sanitised on upload (path characters are stripped) for safety, so the stored name may differ slightly from the original.

Finding documents (filters)​

The Documents list is paginated and filterable. You can narrow it by:

  • Entity type — show only Stock documents, or only Unit documents, etc.
  • Related entity — every document for one specific record.
  • Document type — every Sale Deed, every KYC – PAN, and so on.
  • Search by file name — type part of the name.

You can sort by upload date, file name, or file size, ascending or descending. The default is newest-uploaded first.

Previewing and downloading​

  • Preview opens the document in place (via a secure, time-limited link) so you can check it without downloading. For formats that cannot be previewed inline, you are prompted to download instead.
  • Download streams the original file to your device with its proper file name and type.

Document sensitivity and download permissions​

Every stored file carries one of five sensitivity levels, inherited from its document type's default: PUBLIC, INTERNAL, SENSITIVE, PCI_DSS, and CONFIDENTIAL. The level controls who can download the file and how:

  • PUBLIC / INTERNAL — anyone with document view can download (a short-lived direct link may be used).
  • SENSITIVE — needs the download sensitive files permission; the file streams through the app (no shareable link).
  • PCI_DSS — also needs the PCI file permission.
  • CONFIDENTIAL — also needs the confidential file permission, and may prompt you to re-authenticate.

By default an Admin can download every tier, and a Finance Manager can download up to PCI_DSS. See Data Security for the full details.

Editing document metadata​

You can update a document's classification and custom fields without re-uploading the file:

  1. Open the document and choose Edit.
  2. Change the Document Type and/or the custom field values.
  3. Save.

The file itself and the entity it's linked to are not changed by an edit — editing is for metadata only. To replace the actual file, upload a new document and delete the old one.

Deleting a document​

Deleting a document is a soft delete — it is hidden from lists and detail views, not permanently destroyed, and the action is recorded. Open the document and choose Delete, then confirm.