Documents Overview
Vruksha ERP gives you two complementary places to keep files, and it is worth knowing which is which before you start uploading:
| Documents | Reference Documents | |
|---|---|---|
| Purpose | Files attached to a specific record — a stock, project, unit, sales order, etc. | A general-purpose file library organised in folders. |
| Structure | Each document is linked to one entity and classified by a document type. | A folder tree, like a shared drive. |
| Metadata | Document type + custom fields per type. | Just files and folders (name, path). |
| Best for | Sale deeds, layout approvals, KYC, payment proofs tied to a record. | Templates, policies, standard forms, anything not tied to one record. |
| Guide | Managing Documents | Reference Documents Library |
In short: if the file belongs to something (this unit, this stock), use Documents. If it is a shared resource for the whole organization, use Reference Documents.
Document types are master-driven
Documents are not free-form. Every document you upload must be given a Document Type chosen from the master list (configured under Masters → Document Types) — for example Sale Deed, Approved Layout, KYC – PAN, Payment Receipt.
Each document type can define its own custom fields. So a Sale Deed type might prompt you for a Registration Number and Registered Date, while a Layout Approval type prompts for an Approval Authority and Validity Date. This keeps the right metadata attached to the right kind of file without forcing one rigid form on everything.
Custom fields support the standard field types used across the system: Text, Text Area, Number, Date, Dropdown, and Boolean. You can also add ad-hoc key/value pairs at upload time when you need something the type does not cover.
Allowed file types and size limit
The same upload rules apply across the product:
- Allowed types: PDF, JPG, PNG, DOC, DOCX, XLS, XLSX, DWG.
- Maximum size: 10 MB per file. A larger file is rejected with a clear error.
Uploads show determinate progress, and you can retry a failed upload.
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. This level decides who can download the file and how:
- PUBLIC / INTERNAL files can be downloaded by anyone with document view (a short-lived direct link may be used).
- SENSITIVE and higher require an extra permission and stream through the app — there is no shareable link. PCI_DSS and CONFIDENTIAL each need their own additional permission, and CONFIDENTIAL may prompt for re-authentication.
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.
Where to go next
- Managing Documents — upload a file, link it to a record, edit its metadata, preview, download, and delete.
- Reference Documents Library — work with the folder tree: create folders, upload, rename, search and navigate.