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Reference Documents Library

The Reference Documents library is a shared, folder-based file store — think of it as your organization's drive for files that are not tied to a single record. Templates, standard forms, policies, sample agreements, brand assets, and any other reusable file live here, organised however you like.

Unlike Documents, which attach each file to a specific stock, unit or sales order, the Reference library is purely about folders and files.

Permissions: Each action is gated separately — reference_documents.view (open the library), .create (new folder / upload), .update (rename), .delete, .download, .preview, and .search. Buttons you lack permission for are hidden.

The layout​

Open Reference Documents. The screen is a classic two-pane file explorer:

  • Left pane — Folder tree. The full hierarchy of folders. Click any folder to open it.
  • Right pane — File explorer. The contents of the current folder: subfolders and files. Toggle between list and grid view; your choice is remembered.
  • Action bar (top). Buttons for New Folder, Upload, a search box, and the list/grid toggle.
  • Breadcrumbs. Just above the explorer, a clickable path (for example Reference Files / Templates / Agreements) shows where you are and lets you jump back up any level.
  • Open a folder by clicking it in either pane.
  • Go up by clicking any segment of the breadcrumb path, or by selecting the parent in the folder tree.
  • The breadcrumb always starts at Reference Files (the root) and grows as you go deeper.

Creating a folder​

  1. Make sure you are in the folder where you want the new one to live (check the breadcrumbs). The dialog shows the location it will be created in.
  2. Click New Folder in the action bar.
  3. Enter a name and confirm. The new folder appears in both the tree and the explorer.

The name is required and may not contain the characters \ < > : " | ? *. If a folder with the same name already exists at this location, creation is rejected with a message — folder names must be unique within their parent.

Uploading files​

  1. Navigate into the destination folder.
  2. Click Upload.
  3. Add files either by dragging and dropping them onto the drop zone or by clicking to browse. You can add multiple files at once, and any file type is accepted — the only limit is 10 MB per file. (This differs from record-attached Documents, which restrict the file types.)
  4. Review the staged list. Each file shows its size; remove any you don't want with the ✕ before uploading. Files with a name already in the staged list are not added twice.
  5. Click Upload. Files are uploaded one at a time, and each row updates live to Uploading → Done (or Failed with the reason).
  6. When it finishes you get a summary banner — for example "3 uploaded, 1 failed". If anything failed, a Retry Failed button re-attempts only the failed files; the ones that already succeeded are left alone.
note

Uploading a file whose name matches one already in the same folder replaces the existing file. If you want to keep both, rename one first.

Renaming​

To rename a folder or file, choose Rename from its actions, type the new name, and confirm. The item keeps its place; only the name changes.

  • A name is required and may not contain the characters \ < > : " | ? *.
  • Renaming to the same name simply closes the dialog — nothing changes.
  • Renaming a folder moves everything inside it to the new name, so a folder with many files may take a moment to finish.

Previewing and downloading​

  • Preview opens a file in place where the format allows.
  • Download saves the file to your device.

Searching​

Type into the search box in the action bar to filter the current folder's contents by name in real time. Matching is case-insensitive and matches any part of the name. Search is scoped to the folder you are in — it does not look inside subfolders; open a subfolder to search within it. Clearing the box (or navigating to another folder) resets the search. Search requires the reference_documents.search permission.

Deleting​

Choose Delete on a file or folder and confirm. Deleting a folder removes the folder and what it contains, so check first.

Tips​

  • Keep a shallow, consistent structure. A handful of clearly named top-level folders (Templates, Policies, Legal, Marketing) is easier to navigate than deep nesting.
  • Use Reference Documents for reusable files only. Anything that belongs to a specific record — a particular unit's agreement, a stock's title deed — belongs in Documents instead, where it stays linked to that record.