File management

- 1. What is the Files Module really?
 

The Files Module is the system's central document vault, designed to store, organize, preview, and control access to all client-related files.
 

Think of it as:
 

Client File Cabinet + Secure Viewer + Folder Intelligence

It's not just upload/download — it's built-in document control.


 

- 2. Who uses the Files Module
 

- System Administrator / Organization Owner
 

• Upload files for clients

• Create and manage folders

• Rename, delete, organize files

• Preview all file types

• Control permissions

• Audit client documents
   

- Team Members
 

• Upload files for clients

• View and download authorized files

• Preview documents

• Cannot delete (unless authorized)
   

- Clients (Client Login)
 

• View their files

• Download shared documents

• Preview files (no editing)

• No access to internal folders
  
  
   

  - 3. Folder Logic (Very Important)
   

  Folder Types Clearly Explained
   

  There are two folder layers:
   

  1️⃣ Global Folders
   

• Created in Settings → Client Files

• Available to all clients
   

• Examples:

  • Default

  • Signatures

  • Forms

  • Email Files

  • WhatsApp Files

  • Custom Folders
     

• 2️⃣ Client-Specific Folders
   

• Exist within a client

• Can include:

  • Parent folders

  • Subfolders

• Help organize large sets of client documents
  
  - Files always belong to:
  
  Client → Folder → (Optional Subfolder) → File
  
   

• - 4. File Upload Process (Visual Steps)
   

  Step-by-step Upload Experience
   

• Click ➕ Add

• Select one or more files

• Choose:

  • Folder

  • Subfolder (if applicable)

• Enter File Display Name / Notes

• Save
  
   

  - System Behavior:
   

• Files are automatically renamed (safe name)

• Original meaning is preserved in Notes

• Upload date is saved

• File is immediately visible in the list
  
  
   

  -  5. Viewing Files & Preview Intelligence
   

  The Files Module does not treat all files equally.
   

  Preview Behavior by File Type
   

• PDF
   

  • Built-in PDF viewer

  • Scrolling, zooming, secure iframe
     

• Images (JPG, PNG etc.)
   

  • Image viewer

  • Zoom in/out
     

  • Office Files (DOC, XLS, PPT)
     

    • Google Docs / Office Online viewer
       

  • Video / Audio
     

    • Built-in media player
       

  • Unsupported Files
     

    • Secure iframe or download alternative
       

•  Users can preview without downloading, which is critical for security.
  
   

  - 6. File List – What Users See
   

  Each file row visually communicates:
   

•  File type (icon / thumbnail)

•  Display name (editable)

•  Client name

•  Upload date
   

• ⚙️ Actions:
   

  • View

  • Download

  • Rename

  • Delete (permission-based)
     

• This makes the list an active document dashboard, not just storage.
  
  
   

  - 7. Search & Filtering (Quick Access)
   

  Users can instantly:
   

• Search by file name

• Filter by folder

• Filter by subfolder

• View files for any client

• Narrow results without reloading (AJAX)
  
  
   

  ✏️ 8. Renaming Without Re-uploading
   

  Instead of re-uploading files:
   

• The file's display name can be edited

• The physical file remains unchanged

• This is especially useful for:

• Signed documents

• Correcting naming errors

• Standardizing file labels

• Instant database updates

• Keeps storage clean
  
  
   

  - 9. File Deletion – Controlled & Secure
   

  Permission-Based Deletion
   

  Only users with:
  allow_to_delete_folders = 1
  can delete files.
   

  Deletion action:
   

• Removes DB record

• Removes file from server

• Clients cannot delete files.
  
   

  10. Security Model (Behind the Scenes)
   

  The Files Module enforces:
   

• Role-based access

• Client ownership checks

• Secure file paths

• Controlled preview URLs

• Permission-based deletion operations
  
  
  Files are never directly exposed — they are served via a secure viewer endpoint.
  
   

• - 11. How Files Connect to Other Modules
  
  
  Files Module
  
  │
  ├── Clients → Client Document History
  ├── Documents → Invoices, Orders, Proposals
  ├── Signatures → Signed Contracts
  ├── Forms → Form Uploads and Responses
  ├── Email → Email Attachment Archive
  ├── WhatsApp → Chat Attachments
  ├── Tickets → Support Attachments
  ├── Projects → Project Documents
  └── Dashboard → Recent Files and Statistics
  
  
  
   

  - 12. Export & External Use
   

  Can be:
   

• Downloaded individually

• Accessed by clients

• Reused across modules

• Attached to documents and messages