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In the Documents section you can set up a fixed folder structure to organise your files and store external documents. This article explains how to create a folder structure and managed uploaded documents.

Table of contents

• Creating a Folder Structure
  • Manually
  • Automatically
• Managing Documents
  • Uploading Documents
  • Deleting Documents
  • Downloading Documents
  • Moving Documents
  • Saving Exported Files

Creating a Folder Structure

Organising your documents into folders makes it easier to find and manage them. You can create folders manually or set up a fixed structure that applies to all client files.

Manually

1. Go to the Documents tab.
2. Make sure you are in the Permanent documents section.
3. Click the Actions button and select New folder.
4. Enter a name for your folder.
5. Decide whether the folder should be Public or Private (Visible for Pulse users). Public folders and their documents are shared in Pulse with the added users of the client file.
6. To create a subfolder, open an existing folder, then click Actions --> New folder again.

Automatically

If you want to apply the same fixed folder structure to all client files:

1. Create the desired folder structure in one client file.
2. Contact our support team to request that it be copied to all client files.
3. Specify whether this should be applied to:

• Only existing client files, or
• Both existing and future client files.

Note: If you select the option "both existing and future client folders" and the folders already exist in the files, the system will add the new folders anyway. This means the folders may appear twice in the client file.

Managing Documents

Uploading Documents

You can store documents in the Documents tab, either inside your folder structure or without using folders.

• Drag and drop the file into the upload window, or
• Click Choose to select a file from your computer.

Deleting Documents

1. Select the document or folder you want to delete.
2. Click the Actions button and choose Delete selected.

Downloading Documents

You can only download individual documents - folders cannot be downloaded.

1. Select the document you want to download.
2. Click the Actions button and choose Download selected.

Moving Documents

1. Select the document or subfolder you want to move.
2. Click the Actions button and choose Move selected.
3. Select the destination folder.

Saving Exported Files

You can save files generated in Export history directly to the Documents tab. This helps keep all related files organised alongside other documents in your folder structure. 

To save an exported file:

1. Go to Export history.
2. Locate the export you want to save and click the Copy to documents folder icon.
   
3. Choose the location under Documents where the export should be stored.
   
4. Once saved, the export will appear in the Documents tab in the location you selected.