Managing Documents and Files in the Mobile App

Introduction

Keep all your important documents organized and accessible directly from your contact records. The Docs and Files tab in the mobile app lets you upload, send, and track files like contracts and invoices, all from one central location. This guide explains how to use this feature to streamline your document management on the go.

About the Docs and Files Tab

The Docs and Files tab is a dedicated space within each contact's record where you can store and manage all files associated with that person or business. It consolidates documents you upload, files you send, and attachments you receive, eliminating the need to search through separate conversations or external storage apps. Everything you need for a contact is kept together and easy to find.

Key Advantages

Using the Docs and Files tab offers several benefits for managing client information efficiently.

• All files are stored directly within the relevant contact's record.
• Documents are automatically sorted into logical folders.
• You can upload multiple files simultaneously.
• A wide range of common file types are supported.
• Many documents can be previewed directly within the app without needing to download them.
• It provides a centralized location that your entire team can access, improving collaboration.

How to Use the Docs and Files Tab

Accessing and using the Docs and Files feature is straightforward.

1. Open the mobile app and navigate to the desired contact.
2. Tap to open the contact's profile.
3. Swipe or tap to the Docs and Files tab.
4. Tap the Upload button to select files from your device's gallery, file storage, or camera.

When you upload files, the system automatically organizes them into specific folders based on their origin. Files you manually upload go into the Internal folder. Documents sent via messaging are placed in the Sent folder, while files received from the contact are saved in the Received folder. Files connected to custom fields appear in a nested Custom Fields folder.

Understanding the Folders

Knowing how files are categorized will help you locate them quickly.

• Internal: Contains files that you or a team member have uploaded directly.
• Sent: Holds files that were attached and sent through conversations with the contact.
• Received: Includes files that were received as attachments from the contact.
• Custom Fields: A sub-folder under Internal for files that are linked to specific custom fields, such as signed contracts or identification documents.

Supported Files and Limits

You can upload common file types with the following restrictions.

• Accepted File Types: DOC, DOCX, PDF, JPG, PNG, PPT, and GIF.
• Upload Limits: You can select up to 10 files in a single upload, with a total maximum size of 250 MB.

Frequently Asked Questions

Are files private or shared with the team?

Files are shared with any team member who has permission to view the contact's record.

Can I rename or delete uploaded documents?

You can delete documents, but renaming files is not currently supported.

Can I preview files before downloading them?

Yes, you can preview common file types like PDFs, images, and presentations directly within the app.

How does the system decide which folder a file goes into?

The folder is determined by how the file is added. Manual uploads go to Internal, files from sent messages go to Sent, and files from received messages go to Received. Files linked to custom fields are grouped under the Custom Fields folder.

Can I upload files from my mobile device?

Yes, the mobile app allows you to upload files directly from your device's gallery, file storage, or camera.

Is there a way to tag files for better organization?

Tagging is not currently available, but you can use custom fields to create structured labels for specific documents.