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Uploading Documents

This guide covers how to upload files to the Vault, including supported formats, size limits, and bulk upload options.

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Accessing the Upload Feature

Navigate to Vault from the sidebar or go to /vault

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Upload Methods

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Drag and Drop

The fastest way to upload files:

1. Go to Vault
2. Locate the upload zone (dashed border area)
3. Drag files from your computer
4. Drop onto the upload zone
5. Files upload automatically

Drag and drop supports multiple files at once. Select multiple files in your file explorer before dragging.

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Click to Upload

Use the upload button for precise file selection:

1. Click the Upload button
2. Browse to your files
3. Select one or more files
4. Click Open
5. Files upload automatically

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Upload from Record

Upload documents directly to linked records:

1. Open any record (Customer, Job, Asset)
2. Go to the Documents tab
3. Click Upload
4. Files are automatically linked to that record

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Supported File Types

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Document Files

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Spreadsheet Files

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Image Files

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Archive Files

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Upload Limits

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File Size Limits

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Checking Storage Usage

1. Go to Settings > Billing
2. View current storage usage
3. Compare against plan limits

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Bulk Upload

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Uploading Multiple Files

1. Select multiple files in your file explorer (Ctrl/Cmd + click)
2. Drag all files to the upload zone
3. Monitor upload progress for each file
4. All files appear in the Vault when complete

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Upload Progress

During upload, you will see:

• File name being uploaded
• Progress bar showing completion
• Success indicator when finished
• Error message if upload fails

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Queued Uploads

When uploading many files:

• Files queue automatically
• Upload happens in batches
• Progress shows for each file
• Continue working while uploads complete

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Adding Document Details

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During Upload

When files finish uploading:

1. A details panel appears
2. Enter document name (or keep filename)
3. Select document type
4. Add tags (optional)
5. Click Save

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After Upload

Edit document details anytime:

1. Click on the uploaded document
2. Click Edit Details
3. Update name, type, or tags
4. Click Save

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Automatic Processing

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What Happens After Upload

The system automatically:

• Generates preview thumbnails
• Extracts file metadata
• Creates searchable index
• Records upload timestamp
• Assigns to your organization

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Processing Time

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Best Practices

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Before Uploading

• Rename files with descriptive names before upload
• Organize files into logical groups
• Remove duplicates from your selection
• Check file sizes before bulk upload

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File Naming

Good naming examples:

• Contract-SmithBuilders-2024.pdf
• Invoice-INV001-AcmeCorp.pdf
• SitePhoto-123MainSt-Kitchen.jpg

Avoid:

• Document1.pdf
• Scan001.jpg
• Untitled.docx

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Organizing Uploads

• Upload related files together
• Apply tags during or after upload
• Set document types immediately
• Link to relevant records

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Troubleshooting

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Upload Fails

1. Check file size (must be under 50MB)
2. Verify file type is supported
3. Check your internet connection
4. Try a different browser
5. Refresh the page and retry

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File Type Not Supported

If your file type is not accepted:

1. Convert to a supported format
2. For documents, save as PDF
3. For images, convert to JPG or PNG
4. For archives, use ZIP format

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Upload Stuck

If progress bar stops moving:

1. Wait 30 seconds (large files take time)
2. Check internet connection
3. Cancel and retry the upload
4. Try uploading fewer files at once

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Storage Full

If you receive a storage limit error:

1. Delete unnecessary documents
2. Remove old or duplicate files
3. Check Settings > Billing for usage
4. Consider upgrading your plan

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Back to Vault Overview | Next: Organizing Documents