Files Tab (Customers Inside Tab)


- Overview
 

The Files tab in biz1 is a central file-management area used to store, organize, view, and manage all files and documents related to a customer.
 

It functions as a mini file manager inside the customer profile, allowing users to upload files, organize them into folders, preview documents, merge files, download multiple files, and manage document-type definitions — all without leaving the customer context.
 

The Files tab is tightly integrated with Email, WhatsApp, Forms, Documents, and Automations, making it a core part of the daily workflow.
 


- Where the Files Tab Appears
 

The Files tab appears inside the Customer / Contact profile.
 

When a user opens a customer from the Admin or Customer area and navigates through the profile tabs (Profile, Tasks, Files, Recordings, etc.), the Files tab is available as one of the main sections.
 

The tab content is loaded dynamically when the user clicks Files.
 

The tab is visible only if the user has the module_files module enabled.

 

 


- High-Level Structure
 

The Files section is divided into two sub-tabs:
 

  1. Files – the main file manager

  2. Files documents – document type definitions for the customer
     

Each sub-tab serves a different purpose but works together as part of the same file system.
 


- Files Sub-Tab – Main File Manager
 

When the Files sub-tab is active, the screen is split into two main areas:
 


- Left Side – FOLDERS Sidebar
 

The left side displays the folder navigation panel.
 

At the top, a FOLDERS title is shown along with a plus (+) button that allows authorized users to create new folders.
 

Folder creation and editing are available only to:
 

  • account owners,

  • member admins,

  • or users with folder-management permissions.
     

Default system folders always available:
 

  • All – shows every file without filtering

  • Default – standard upload location

  • Signs – signed or signature-related files

  • Whatsapp files – files from WhatsApp conversations

  • Forms – files uploaded via forms

  • Email files – email attachments
     

Custom folders:
 

  • Created by users

  • Can be global or customer-specific

  • Can have sub-folders

  • Support multilingual names

  • Appear directly under the default folders
     

Clicking any folder filters the file list instantly.
 


- Right Side – All Files Area
 

This is the main working area where files are listed and managed.
 

Header Actions
 

At the top of the file list, users can see several action buttons (based on permissions):
 

  • Refresh
    Reloads folders and files from the server.
     

  • Merge
    Combines two or more selected files (usually PDFs) into one new file.
     

  • Add New File
    Uploads a new file to the selected folder and customer.
     

  • Delete
    Removes selected files permanently.
     

  • Download
    Downloads selected files together (ZIP).
     

All bulk actions require selecting files using checkboxes.
 


- File List
 

Files are displayed in a list or table-style layout and include:
 

  • selection checkbox,

  • file name (editable),

  • folder name,

  • upload date,

  • action icons.
     

Per-file actions:
 

  • View – open preview (PDF, image, video, audio, Office files)

  • Edit – rename file

  • Delete – remove file

  • Download – download single file

  • Copy link – copy public/internal file URL
     

If no files exist, an empty-state message is shown instead of the list.
 


- Files Documents Sub-Tab
 

The Files documents sub-tab is not a file storage area.

Instead, it manages document type definitions linked to customers.
 

Examples:
 

  • Contract

  • ID Proof

  • Medical Report

  • Agreement

  • Custom internal document types
     

Each document type defines:
 

  • a name,

  • optional hierarchy,

  • and an associated file slot.
     

Users can:
 

  • add new document types,

  • rename them,

  • delete unused ones.
     

These definitions are stored separately and are often used by:
 

  • document workflows,

  • PDF signing,

  • structured customer documentation.
     


- Folder Logic (How It Works)
 

Folders are stored as structured records and support:
 

  • unlimited nesting (parent / child folders),

  • global folders (shared across all customers),

  • customer-specific folders,

  • permission-based editing and deletion.
     

Deleting a folder can optionally remove or reassign its files.

Folders control organization only, not file permissions.
 


⚙️ File Actions – What Users Can Do
 

Upload
 

Users can upload files directly into:
 

  • the selected customer,

  • the selected folder.
     

Uploads can come from:
 

  • manual file upload,

  • email attachments,

  • WhatsApp messages,

  • form submissions,

  • system-generated PDFs.
     


View / Preview
 

Files are opened in a secure viewer:
 

  • PDFs open in iframe preview,

  • images open inline,

  • videos and audio play in-browser,

  • Office files are rendered if supported.
     


Rename
 

Users can edit the display name of a file without changing the physical file.
 


Merge
 

Multiple compatible files can be merged into one new PDF.
The merged file is saved as a new file in the list.
 


Download
 

Users can:
 

  • download a single file,

  • or download multiple files as a ZIP archive.
     


Delete
 

Files can be deleted individually or in bulk.
Deletion permissions depend on user role and settings.
 


- Permissions & Access Control
 

Access to the Files tab and its actions depends on roles and permissions.
 

Key permissions include:
 

  • viewing files,

  • adding new files,

  • editing file names,

  • deleting files,

  • managing folders.
     

Account owners and member admins automatically have full access.

If module_files is disabled, the entire Files tab is hidden.
 


- System Integrations
 

The Files tab is deeply connected with other areas of biz1:
 

  • Email – attachments are saved under Email files

  • WhatsApp – media files appear under Whatsapp files

  • Forms – uploads go to Forms

  • Documents & PDF signer – signed documents appear in Signs

  • Automation – events can attach or generate files

  • Client Portal – clients can be redirected directly to their Files page
     


- Data Model (Conceptual)
 

Behind the scenes, the Files system manages:
 

  • file records,

  • folder definitions,

  • document type definitions.
     

Each file is linked to:
 

  • a user,

  • optionally a customer,

  • a folder type,

  • metadata such as name and creation date.
     


- Typical User Flow
 

  1. User opens a customer profile.

  2. Clicks the Files tab.

  3. Folder list loads on the left.

  4. Files load for the selected folder.

  5. User uploads, views, renames, merges, downloads, or deletes files.

  6. User switches to Files documents to manage document types if needed.
     

All actions happen without leaving the customer context.
 


✅ What the Files Tab Solves
 

  • Centralizes all customer files

  • Eliminates scattered attachments

  • Improves document organization

  • Supports structured document workflows

  • Enables fast access and preview

  • Works seamlessly across channels
     


- In One Sentence
 

The Files tab is a fully integrated customer file manager that allows users to upload, organize, preview, merge, download, and manage documents — all directly inside the customer profile, with full permission control and deep system integration.

 

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