64.1 Document Management Overview

AIUNIFY CRM includes a permission-controlled Documents workspace for organizing files and folders used by the tenant's business team.

Users with File Management viewing access can work with the operational Document Management interface available to their account.

64.2 Opening File Management

1. Open Documents.
2. Select File Management.
3. Review the sections, folders, and files available to you.
4. Open the section or folder containing the documents you need.

64.3 Sections

Sections provide a top-level organizational structure within Document Management.

The file interface supports creating new sections where the corresponding operational action is available.

Use section names that identify a meaningful business grouping so other authorized users can understand the structure.

64.4 Creating a Section

1. Open File Management.
2. Select Create New Section.
3. Enter a clear name.
4. Save the section.
5. Confirm that it appears in the Document Management structure.

64.5 Folders

Folders organize related documents inside the available Document Management structure.

Create folders when a section contains multiple subjects, clients, projects, processes, or document groups that should remain separate.

64.6 Creating a Folder

1. Open the intended section or parent folder.
2. Select the New Folder action.
3. Enter a descriptive name.
4. Save the folder.
5. Verify that the folder was created in the intended location.

64.7 Searching Documents

The Document Management interface includes search behavior for information such as file names and tags.

Search before creating duplicate folder structures or uploading another copy of a file that is already available.

64.8 Editing Names

Sections and folders can provide edit actions when your operational access allows them.

Rename carefully. A name should describe the current business purpose without making the existing document structure difficult for other users to recognize.

64.9 Sharing and Downloads

The interface supports sharing and downloading available files or folders.

Sharing is covered in more detail in Chapter 66. Use downloads only for documents you are authorized to possess outside the CRM environment.

64.10 Deleting Items

Delete actions can be available for eligible sections, folders, and files.

Before deleting:

• Verify the exact item.
• Confirm that it is not the authoritative copy of a required document.
• Check whether another user relies on the shared item.
• Consider whether version history or an existing file should be retained.

64.11 Shared-to-Me Content

The Document Management interface includes an area for content shared with the current user.

Use this area to locate documents or folders another authorized user has shared with you without moving or duplicating the original content unnecessarily.

64.12 Recommended Organization Workflow

1. Determine the correct section.
2. Search for existing content.
3. Create a folder only when a new grouping is needed.
4. Upload files into the correct location.
5. Use descriptive names.
6. Share rather than duplicate when collaboration is the goal.
7. Review old content before deleting it.

64.13 Best Practices

• Keep the structure simple and predictable.
• Use consistent naming.
• Avoid duplicate folders.
• Search before uploading another copy.
• Respect shared-document access.
• Preserve required business records.