- What the Files Module Is
The Files module in biz1 is the system’s central document vault.
It is the single place where all customer-related files are stored, organized, previewed, secured, and reused across the system.
This module is not a simple upload area.
It is a structured document management layer that connects customers, workflows, communication, and automation into one controlled file system.
You can think of it as:
A secure customer file cabinet + intelligent folder system + built-in document viewer
- One Module, Two Entry Points
The Files module can be accessed in two different ways, depending on what the user needs to do — but behind the scenes, it is always the same module, using the same folders, permissions, and logic.
1️⃣ Sidebar → Files
This opens the global Files page.
Here, users see:
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all files across all customers,
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folder filters (Default, Signs, WhatsApp files, Forms, Email files, and custom),
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a file list that includes the Customer Name column.
This view is used for organization-wide file management, audits, and searching across customers.
2️⃣ Customer Profile → Files Tab
This opens the Files tab inside a single customer profile.
Here, users see:
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only files belonging to that customer,
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the same folder structure,
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the same file actions.
This view is used for customer-specific work, such as contracts, forms, ID documents, and communication attachments.
Key Rule
There is no separate Files system.
Both views are simply different filters on the same Files module.
- Who Uses the Files Module
The Files module is used by multiple roles, each with controlled access.
Admins & Organization Owners
They use it to:
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manage all customer documents,
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create and maintain folder structures,
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upload, rename, delete, and organize files,
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preview sensitive documents,
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ensure compliance and documentation consistency.
Team Members
They use it to:
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upload files for customers,
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view and download permitted files,
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preview documents during daily work.
Deletion and folder management depend on permissions.
Clients (Customer Login / Portal)
They use it to:
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view their own shared files,
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download documents,
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preview PDFs and images.
Clients cannot edit, upload, or delete internal files.
- Folder Logic (Core Concept)
The Files module uses a structured folder system that keeps files organized and predictable.
Two Folder Layers
Global Folders
These folders exist for the entire organization and are available to all customers.
Examples include:
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Default
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Signs
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Forms
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Email files
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WhatsApp files
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Custom organization folders
These folders define file intent, not ownership.
Customer-Specific Folders
Inside each customer, additional folders can exist:
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custom folders,
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nested sub-folders,
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customer-only structures.
These are used when a customer has many documents and needs deeper organization.
File Ownership Rule
Every file always belongs to:
Customer → Folder → (Optional Sub-Folder) → File
This rule ensures:
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files are never “lost”,
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permissions are always enforceable,
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auditing is possible.
⬆️ File Upload – How It Works
Uploading a file follows a simple but controlled flow:
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User clicks Add New File.
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One or more files are selected.
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The user chooses:
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a folder,
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optionally a sub-folder.
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A display name or note can be added.
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The upload is completed.
System Behavior
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Files are stored with safe, internal naming.
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Display names can differ from physical file names.
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Upload date and ownership are recorded immediately.
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The file appears instantly in the list.
Uploads can also originate automatically from:
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Email attachments,
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WhatsApp messages,
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Form submissions,
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Generated PDFs and documents.
- File Viewing & Preview Intelligence
The Files module is designed to preview first, download second.
Users can open files directly in the system without saving them locally.
Preview Behavior
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PDFs open in a secure embedded viewer.
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Images open inline with zoom support.
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Office documents open in an online viewer.
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Audio and video files play in a built-in media player.
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Unsupported formats fall back to safe download.
This improves security and speeds up daily work.
- Files List – A Working Dashboard
Each file appears as a row in the file list.
Users can immediately see:
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file type or thumbnail,
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display name,
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upload date,
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customer name (on global Files page).
Per-File Actions
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View
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Download
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Rename
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Delete (permission-based)
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Copy file link
This makes the Files list a working document dashboard, not passive storage.
- Search & Filtering
The Files module supports fast access through:
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folder filtering,
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sub-folder filtering,
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file name search,
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customer-based filtering (via profile view).
Most filtering works dynamically without full page reloads.
✏️ Rename Without Re-Upload
A key design decision:
Renaming a file does not change the physical file.
Only the display name is updated.
This allows:
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correcting naming mistakes,
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standardizing document labels,
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keeping signed or referenced files intact.
- Controlled Deletion
File deletion is strictly permission-based.
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Only authorized users can delete files.
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Clients cannot delete files.
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Deleting a file removes:
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the database record,
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the physical file from storage.
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This prevents accidental data loss.
- Security Model
Behind the scenes, the Files module enforces:
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role-based access control,
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customer ownership validation,
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secure file paths,
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controlled preview URLs,
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protected download endpoints.
Files are never exposed directly from storage.
They are always served through a secure viewer or download handler.
- How Files Connect to the Rest of biz1
Files module is deeply integrated with the system:
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Customers – full document history
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Documents – invoices, orders, proposals
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Signs – signed contracts and PDFs
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Forms – uploaded attachments
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Email – archived attachments
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WhatsApp – chat media
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Tickets – support files
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Projects – project documents
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Automation – generated or attached files
Files are never isolated — they are reusable across workflows.
- Why This Design Works
The Files module is built around a few smart principles:
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Files always belong to a customer.
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Folder logic is flexible and multilingual.
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Preview reduces unnecessary downloads.
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Permissions protect critical data.
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One module serves many use cases.
This makes it suitable for:
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sales teams,
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legal documentation,
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medical or compliance records,
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operations and support.
✅ Final Functional Summary
The Files module in biz1 is a secure, customer-centric document system that centralizes file storage, organization, preview, and access control.
It ensures that files are:
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easy to find,
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safe to preview,
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controlled by permissions,
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connected to workflows,
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scalable across the organization.
