Files Management

- 1. What the Files Module Really Is
 

The Files module is the system’s central document vault, designed to store, organize, preview, and control access to all customer-related files.
 

Think of it as:
 

Customer File Cabinet + Secure Viewer + Folder Intelligence

It is not just upload/download — it is structured document control.


 

- 2. Who Uses the Files Module
 

- Admin / Organization Owner
 

• Upload files for customers

• Create & manage folders

• Rename, delete, organize files

• Preview all file types

• Control permissions

• Audit customer documents
   

- Team Members
 

• Upload files to customers

• View & download allowed files

• Preview documents

• Cannot delete (unless permitted)
   

- Clients (Customer Login)
 

• View their own files

• Download shared documents

• Preview files (no editing)

• No access to internal folders
  
  
   

  - 3. Folder Logic (Very Important)
   

  Folder Types Explained Clearly
   

  There are two folder layers:
   

  1️⃣ Global Folders
   

• Created in Settings → Files of Customer

• Available for all customers
   

• Examples:

  • Default

  • Signs

  • Forms

  • Email files

  • WhatsApp files

  • Custom folders
     

• 2️⃣ Customer-Specific Folders
   

• Exist inside a customer

• Can have:

  • Parent folders

  • Sub-folders

• Help organize large customer document sets
  
  - Files always belong to:
  
  Customer → Folder → (Optional Sub-folder) → File
  
   

• - 4. File Upload Flow (Visual Steps)
   

  Step-by-Step Upload Experience
   

• Click ➕ Add

• Select one or multiple files

• Choose:

  • Folder

  • Sub-folder (if exists)

• Enter file display name / notes

• Save
  
   

  - System behavior:
   

• Files are renamed automatically (safe naming)

• Original meaning is preserved in notes

• Upload date is stored

• File is instantly visible in list
  
  
   

  -  5. File Viewing & Preview Intelligence
   

  The Files module does not treat all files the same.
   

  Preview Behavior by File Type
   

• PDF
   

  • Embedded PDF viewer

  • Scroll, zoom, 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
     

    • Safe iframe or download fallback
       

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

  - 6. Files List – What Users See
   

  Each file row visually communicates:
   

•  File type (icon / thumbnail)

•  Display name (editable)

•  Customer name

•  Upload date
   

• ⚙️ Actions:
   

  • View

  • Download

  • Rename

  • Delete (permission-based)
     

• This turns the list into a working document dashboard, not just storage.
  
  
   

  - 7. Search & Filtering (Fast Access)
   

  Users can instantly:
   

• Search by file name

• Filter by folder

• Filter by sub-folder

• View files per customer

• Narrow results without reload (AJAX)
  
  
   

  ✏️ 8. Rename Without Reupload
   

  Instead of reuploading files:
   

• File display name can be edited

• Physical file remains unchanged

• This is especially useful for:

• Signed documents

• Correcting naming mistakes

• Standardizing file labels

• Database updates instantly

• Keeps storage clean
  
  
   

  - 9. File Deletion – Controlled & Secure
   

  Permission-Driven Delete
   

  Only users with:
  allow_to_delete_folders = 1
  can delete files.
   

  Delete 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

• Customer ownership checks

• Secure file paths

• Controlled preview URLs

• Permission-based delete actions
  
  
  Files are never exposed directly — they are served through a secure viewer endpoint.
  
   

• - 11. How Files Connect to Other Modules
  
  
  Files Module
  
  │
  ├── Customers → Customer document history
  ├── Documents → Invoices, orders, proposals
  ├── Signs → Signed contracts
  ├── Forms → Form uploads & responses
  ├── Email → Email attachments archive
  ├── WhatsApp → Chat attachments
  ├── Tickets → Support file attachments
  ├── Projects → Project documents
  └── Dashboard → Recent files & stats
  
  
  
   

  - 12. Export & External Use
   

  Files can be:
   

• Downloaded individually

• Accessed by customers

• Reused across modules

• Attached to documents & messages
  
  
   

  -  13. Smart Design Decisions (Why It Works)
   

  ✔ Files always belong to a customer
  ✔ Folder logic is flexible & multilingual
  ✔ Preview avoids unnecessary downloads
  ✔ Permissions prevent data loss
  ✔ Supports legal, sales, operations, and support use cases
  
  
   

  - Final Functional Summary
   

  The Files module is not storage.
  It is a structured, secure, customer-centric document system.

  
  It ensures:
   

• Files are easy to find

• Easy to preview

• Easy to control

• Easy to audit

• Easy to scale