📍 Where can I find this module?
Main menu > Tools
Introduction #
Kafinea's EDM (Electronic Document Management) system allows you to store, organize, and share files directly within the application. Documents can be attached to any record (customer, invoice, order, ticket, etc.) to centralize information. The Documents module is accessible via Tools > Documents.
1. Add a document #
There are several ways to add documents:
- From the Documents module: click Add a document to upload a file or create a link to an external document
- From any record: the Documents tab allows you to attach files directly to a record customer, invoice, ticket, etc.)
Information to provide:
- Title: Document Name
- File: the file to upload (or a URL for an external document)
- File: the filing folder
- Description: an explanatory note
2. Organizing into folders #
Documents can be organized into folders to make navigation easier. Create folders by topic (Contracts, Invoices, Procedures, etc.) to structure your document repository.
3. Documents related to the records #
Each Kafinea module has a tab Documents tab that displays attached files. This allows you to:
- Quickly find attachments in a client file
- Keep the supporting documents with the relevant records
- Share documents with other users via shared folders
Good to know: A single document can be linked to multiple records. For example, a master agreement can be linked to both a customer account and multiple orders.
4. Frequently Asked Questions #
What file formats are supported?
Kafinea supports all common file formats: PDF, Word, Excel, images, archives, etc. The maximum file size depends on your instance's configuration.
Are the documents versioned?
Kafinea keeps the current version of the document. To manage multiple versions, upload the new version to replace the old one, or keep the versions with separate names.
How do I share a document with a client?
If the client portal is enabled, documents associated with records that the client has access to will be visible in their account.