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Document management keeps the files your business runs on — contracts, certificates, invoices, supporting paperwork — attached to the records they belong to, with structure and control. Instead of a loose folder of files, every document has a type, optional metadata, and a clear owner record.

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How documents are organized

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Document types

Document types define what kinds of documents your workspace handles. Each type can require metadata fields, so a document isn’t just a file — it carries the structured information your team needs alongside it. Administrators create and manage document types for the workspace.

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Storage configuration

A storage manager screen maps document types to storage buckets. This is how administrators control where each kind of document is kept.

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Documents live on records

Documents attach to records. Open any record and use the Documents toggle to view the files attached to it and upload new ones. Tables can also declare required documents for their records, so your team knows exactly which paperwork each record needs. Documents complement the structured data your records capture through forms — the form collects the fields, and document management collects the files.

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What you can do with documents

  • Upload files to any record you have access to.
  • Capture metadata defined by the document’s type.
  • Validate uploaded documents with approve and reject flows.
  • Track expiration by setting expiration dates on documents.
  • View documents directly in the app with built-in document viewers.
  • Run bulk operations as an administrator when you need to act on many documents at once.
  • Browse the documents registry to see what exists across the workspace.

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Automate document handling

Document management connects directly to workflows:
  • The When Document Is Uploaded trigger starts a workflow the moment a document arrives.
  • The When Document Near Expiry trigger fires ahead of a document’s expiration date, so you can renew or replace it in time.
  • The Validate Document node checks documents against predefined rules inside a workflow.
Combine them to build intake → validation → notification flows: a document is uploaded, a workflow validates it, and the right people are notified of the result. See triggers and nodes for details.

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Common tasks

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Upload a document to a record

1

Open the record

Navigate to the table and open the record the document belongs to.
2

Switch to documents

Use the Documents toggle to see the record’s files.
3

Upload the file

Upload your file and complete any metadata fields the document type requires.

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Create a document type (administrators)

1

Define the type

Create a new document type describing the kind of document your workspace handles.
2

Add metadata fields

Add any metadata fields the type should require, so every document of this type carries consistent information.
3

Map it to storage

In the storage configuration screen, map the document type to the storage bucket where its files should be kept.
If a document has a renewal cycle — insurance policies, licenses, certificates — set its expiration date and pair it with the When Document Near Expiry trigger so nobody has to remember the deadline.