Managing documents

Put a document in the place it belongs before you share it. Use Documents for workspace material, or People → person → Documents for a file belonging to one member. To keep workspace files together for a client, use Clients → client → Documents.

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Add a file or folder

Creating, editing and deleting workspace documents are separate permissions. Viewing or managing another person’s private documents also needs permission to view or manage other people’s documents. If an action is missing, ask your administrator to check that permission and the document’s sharing settings. Uploads take PDFs, images and Office files up to 40 MB. A file of 20 MB or more opens as a download rather than a preview; videos still play in place. You can also attach a file in Begin AI and ask it to save the file here. Name the person or folder when needed; otherwise it goes to the workspace Documents root. Check the attached filename and destination on its card, then choose Confirm. It saves the file without asking for another upload, even under Automatically approve or Skip all approvals. Chat accepts files up to 10 MB, or 5 MB for PDFs and images; see chat attachment limits. A workspace upload starts private to you, so share it afterwards if others need access. Begin AI can also create pages, folders and linked documents, in workspace Documents or in a person’s documents. A linked document’s card shows its address, and Begin AI can point an existing one at a new address. Its card lists them and names the person and folder they land in; nothing is created until you choose Confirm. Unlike a workspace page, one filed under a person is not private to you: anyone who can see that person’s documents can open it. Attach an image in Begin AI and it can put the image into a page you can edit, under the heading or paragraph you name or at the end. Its card shows the image, the page and where it goes; nothing else on the page changes. It takes the image types the editor takes (JPEG, PNG, GIF, WebP and AVIF) and always waits for Confirm, even under Automatically approve or Skip all approvals. A template can create a document with fields drawn from a person’s profile. For employment documents and signing, follow Creating and signing contracts.

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Organise and share it

Use the row’s actions to rename, move or remove an item. Open folders to work inside them; a person’s folder stays within their member document area. Moving a folder into another person’s folder needs edit access to every item inside it. Renaming a table also renames its records, so it needs Full access to that table, from Documents or through Begin AI; edit access is refused, so ask someone with Full access to rename it. A contract needs permission to edit its employee as well, whatever its sharing settings: see Creating and signing contracts. Use Share to choose the people or groups who need access and the permission they should receive. Someone who can view a file does not necessarily have permission to edit it. The list stays open while you tick several, and a tick already on somebody takes their access away when you remove it. Nothing changes until you choose Save changes. Share stays unavailable unless you have Full access to the document or folder, and says so when you select it; ask someone who has it. Recipients also need Documents → Data access enabled for their role. A share does not override that setting. The picker marks people and roles that lack it with Won’t see it: the role has no Documents data access. Ask an administrator to check the role before expecting the recipient to open the file. You can also ask Begin AI who a document is shared with, share it with a person, role, department, position, location or the whole workspace, change someone’s access, or remove it. Each card names the document, the recipient and the access before and after, and changes that one share only; the others stay as they are. Nothing changes until you choose Confirm, and it asks even under Automatically approve.

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Remove the right item

Choose the delete action from the item’s menu and read its confirmation. Check the name and location before confirming, especially when similar files exist in both a workspace folder and a member’s folder. If the document is part of an acknowledgement request, that request stays open and the people still pending can no longer confirm it. Deleting the document is not a way to close the request. Deleting a folder also turns off every table inside it, however deeply nested. A turned-off table leaves people’s profiles and stops sending its reminders; its rows are kept. Because deleting turns a table off, deleting a table, or a folder with a table anywhere inside it, needs Full access to that table. Edit access is refused. Ask someone with Full access to delete it, or to share the table with you at that level. A missing file can be a scope or permission issue. Check that you opened the right workspace, member and folder before uploading another copy.

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Next

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