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Overview

Knowlix Document Management centralizes file storage, organization, and collaboration across your entire workspace. Store documents, spreadsheets, PDFs, images, and URL links in organized folder structures with granular access controls. The module provides intelligent organization through sections like Company-wide storage, personal drives, shared files, and recently modified items. Navigate your document repository through an intuitive tree structure with drag-and-drop functionality. Document management integrates with all Knowlix modules. HR documents, accounting files, project attachments, and sales materials automatically flow into designated folders. Configure file centralization to route module-specific documents into organized hierarchies. Features include PDF splitting and merging, file version control, automated file requests, email-to-folder routing, and comprehensive sharing controls. Tag files for easy categorization, star favorites for quick access, and use shortcuts to reference files from multiple locations. 💡 Pro Tip: Ask Your Knowlix for document operations: “Upload the Q4 report to the Finance folder” or “Show me all files shared with me this week”

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Document Repository Structure

The document repository organizes files into distinct sections accessible from the left-side navigation tree.

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Repository Sections

All Files: Displays every folder and file you have permission to access across the entire system. Use this view to browse the complete document hierarchy or search across all locations. Company: Houses folders and files shared organization-wide. Access depends on folder-level and file-level permissions configured by administrators. Common company folders include Policies, Templates, Procedures, and department-specific storage. My Drive: Your personal workspace for organizing files and folders you own or upload. Other users cannot see items in your drive unless you explicitly share them. Use this space for work-in-progress documents, personal references, or items not yet ready for team collaboration. Shared With Me: Contains files other users have shared directly with you that aren’t located within folders you already access. When someone grants you permission to a specific file without sharing its parent folder, it appears here for easy discovery. Recent: Shows files you’ve recently viewed, edited, or uploaded, sorted by modification date. Quickly return to documents you’re actively working on without navigating through folder structures. Trash: Stores deleted items until permanent deletion occurs. Files and folders remain in trash for a configurable period (default 30 days), allowing recovery of accidentally deleted content. Opening folders: Click any folder in the tree to view its contents. The main panel displays files and subfolders within the selected location. Opening files: Click a file to preview it and access available actions. Press Esc or click the close icon to exit file preview mode. Moving items: Drag and drop files or folders from the main panel to any folder in the tree. Items move instantly to the new location. Search functionality: Use the search bar at the top to locate files by name, content, or tags. Search results display regardless of folder location, showing all matches you have permission to access. Activity tracking: The communication panel tracks changes to folders and files. Click the Info & Tags button in the upper-right corner to access the activity feed, where you can see modification history and communicate with team members about specific documents. 💡 Your Knowlix: “Find all PDF files in the Sales folder from last month” or “Show me files tagged as ‘contract’ shared with Sarah”

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Configuration

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Deletion Protection Period

Configure how long deleted items remain in the trash before permanent removal. To adjust the deletion delay:
  1. Navigate to Documents → Configuration → Settings
  2. Locate the Deletion delay (days) field
  3. Enter the desired number of days (default: 30)
  4. Click Save
Longer delays provide more time to recover accidentally deleted files but consume storage space. Shorter delays free storage faster but reduce recovery windows.

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Automated File Centralization

Enable module-specific file centralization to automatically organize documents into designated folders based on their source application. To configure file centralization:
  1. Navigate to Documents → Configuration → Settings
  2. Locate the File Centralization section
  3. Enable centralization for desired modules:
    • Human Resources: HR documents (contracts, reviews, records)
    • Accounting: Financial documents with journal-specific subfolders
    • Sales: Quotations, contracts, customer documents
    • Projects: Project deliverables, specifications, assets
    • Inventory: Packing slips, delivery notes, receipts
  4. For each enabled module, select:
    • Target Folder: Where files should be automatically stored
    • Auto-Applied Tags: Tags added to centralized files for categorization
  5. Click Save
Accounting-specific configuration: When enabling centralization for accounting files, click Journals to configure individual subfolders for each accounting journal. This creates organized storage like Bank/Invoices, Bank/Payments, Sales/Customer Invoices. Important considerations:
  • Folder and tag changes apply only to newly created files, not existing documents
  • When centralization is enabled for a module, deleting a record in that module automatically moves its attachments to the trash
  • Centralized files inherit the access rights of their destination folder
💡 Use Case: Enable HR centralization. When an employee’s contract is created, the signed PDF automatically appears in Documents/HR/Contracts with the “Contract” tag applied. No manual filing required.

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Folder Management

Organize documents into hierarchical folder structures within Company and My Drive sections.

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Creating Folders

To create a top-level folder:
  1. Select Company or My Drive in the tree
  2. Click New
  3. Select Folder
  4. Enter the folder name in the pop-up
  5. Click Save
To create a subfolder:
  1. Select the parent folder
  2. Click New
  3. Select Folder
  4. Enter the subfolder name
  5. Click Save
Certain folders are created automatically based on file centralization settings. You can create additional folders at any level to match your organization’s structure.

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Folder Actions

Access folder management options through the actions menu. To open the folder actions menu:
  1. Select a folder in the tree
  2. Click the Actions icon (gear) above the tree
Available actions: Download: Downloads the entire folder as a ZIP archive, including all files and subfolders. Use this to create local backups or transfer complete folder structures. Rename: Change the folder name. The folder path updates automatically for all users with access. Share: Configure access permissions for the folder. Set who can view or edit folder contents. Shared folders appear in recipients’ document trees based on their permission level. Add Shortcut: Creates a reference to a subfolder that appears in a different location. Shortcuts provide quick access to deeply nested folders without navigating through multiple levels.
  • If you have edit permissions on the current location, the shortcut is created in the same parent folder
  • If you lack edit permissions, the shortcut appears in your My Drive
Drag and drop shortcuts to organize them in your preferred locations. Star: Mark a folder as a favorite. Starred folders appear in filter results for quick navigation. This setting is personal and doesn’t affect other users’ views. Info & Tags: Opens the details panel showing folder properties, activity feed, and communication options. View folder size, item count, owner, and modification history. Move to Trash: Deletes the folder and all its contents, moving everything to the trash. Items remain recoverable until the deletion delay expires. Actions on Select: Define custom actions that appear as buttons when files in this folder are selected. Add or remove server actions from the available list. Custom actions enable automated workflows like generating reports, sending notifications, or updating records. Automations: Create automation rules that trigger when files are added, modified, or tagged in the folder. Configure conditions and actions to automate document processing workflows. 💡 Your Knowlix: “Create a subfolder called ‘Q1 2024’ inside the Finance/Reports folder” or “Share the Marketing folder with the sales team”

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File Management

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Uploading Files

Add documents to your repository by uploading from your computer. To upload a file:
  1. Select the destination folder in the tree
  2. Click New
  3. Select Upload
  4. Choose the file from your computer
  5. The file appears in the selected folder
Alternative upload methods:
  • Drag and drop files directly from your desktop into any folder
  • Email files to folder-specific email aliases (configured in folder settings)
  • Attach files when creating records in other modules (if centralization is enabled)
File size considerations: Individual files have maximum size limits determined by your system configuration. For very large files, consider using URL links to external storage or splitting files into smaller segments. Store references to external content like videos, cloud storage files, or web resources. To add a URL link:
  1. Click New
  2. Select Link
  3. Enter the URL (complete web address)
  4. Add a descriptive Name
  5. Select the destination Folder
  6. Click Save
Links appear as files in the folder with a special icon. Clicking the link opens the URL in a new browser tab. Use links to reference external resources without duplicating content or consuming storage space.

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Spreadsheets

Create Knowlix spreadsheets directly within the document repository. To create a spreadsheet:
  1. Select the destination folder
  2. Click New
  3. Select Spreadsheet
  4. The spreadsheet opens in edit mode
  5. Build your spreadsheet and save
Spreadsheets created through Documents are stored as files and fully integrated with the Spreadsheet module. They support formulas, charts, pivot tables, and data connections to Knowlix records. 💡 Your Knowlix: “Create a new spreadsheet called ‘Sales Forecast’ in the Sales folder”

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File Operations

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File Action Menu

Open any file to access its action menu and available operations. Available actions: Duplicate: Creates an exact copy of the file in the same folder. The duplicate includes a “(copy)” suffix. Use this to create templates or preserve original versions before major edits. Move to Trash: Deletes the file, moving it to the trash where it remains until permanent deletion. Rename: Change the file name. The file extension is preserved automatically. Info & Tags: Opens the details panel showing file properties, version history, tags, activity feed, and communication options. Create Shortcut: Generates a reference to the file that can be placed in another folder. Shortcuts allow files to appear in multiple locations without duplication.
  • Edit permissions: Shortcut created in current folder
  • View-only permissions: Shortcut created in My Drive
Drag shortcuts to organize them wherever needed. Manage Versions: Displays all uploaded versions of the file in chronological order. Download any previous version or upload a new version to replace the current one. Version control maintains a complete history of document revisions. Lock: Prevents any modifications to the file. Locked files remain readable but cannot be edited, renamed, moved, or deleted until unlocked. Use locks to protect finalized documents from accidental changes. Copy Link: Copies the file’s URL to your clipboard for sharing. Access is controlled by the file’s permission settings. Recipients with appropriate rights can open the file directly from the link. Split PDF: Divide a PDF file into multiple separate documents. Choose split points between pages to create individual PDFs from a multi-page document.

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PDF Splitting

Separate multi-page PDF files into individual documents or groups of pages. To split a PDF:
  1. Open the PDF file
  2. Click Split PDF in the upper-right corner
  3. The split interface displays all pages with divider markers between them
  4. Click the scissors icon between pages where you want to split
  5. Remove unwanted splits by clicking scissors icons again
  6. Click Split to confirm
Each segment becomes a separate PDF file in the same folder. The original file is replaced by the split versions. Keyboard shortcuts:
  • Press Shift + S to toggle all possible splits (places or removes scissors between every page)
  • Select a page and press Delete to remove it before splitting

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PDF Merging

Combine multiple PDF files into a single document. To merge PDFs:
  1. Navigate to the folder containing the files to merge
  2. Switch to List View
  3. Select the PDF files you want to merge (click checkboxes)
  4. Click the Action button
  5. Select Merge PDFs
  6. (Optional) Click Add File to include additional PDFs from your computer
  7. Click the scissors icon between files to adjust the merge order if needed
  8. Click Split to execute the merge
The selected PDFs are replaced by a single merged file containing all pages in the specified order. Important: The original separate PDF files are deleted once the merge completes. Duplicate files first if you need to preserve the originals.

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File Request System

Request specific files from team members, creating placeholders that track upload status.

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Creating File Requests

To request a file from someone:
  1. Navigate to the folder where the file should be stored
  2. Click New
  3. Select Request
  4. Complete the request form:
    • Document Name: Descriptive name for the requested file
    • Request To: Person responsible for uploading
    • Due Date In: Number of days until deadline (optional)
    • Folder: Destination folder (pre-filled with current folder)
    • Tags: Tags to apply when file is uploaded (optional)
    • Message: Additional instructions or context (optional)
  5. Click Request
A placeholder appears in the selected folder showing the request status. The assigned person receives a notification to upload the file.

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Managing File Requests

Activity view: Switch to Activity View in the Documents app to see all pending file requests organized by due date. The Requested Document column shows all active requests. For each requested file, you can:
  • Upload: Click the upload icon to provide the file
  • Edit: Click the edit icon to modify the request details or deadline
  • Cancel: Click the cancel icon to delete the request
  • Send Reminder: Click the reminder option to notify the assigned person by email
Preview reminder emails: Click Preview before sending to review the reminder message content. Adjust if needed, then click Send Now. Bulk reminders: Click the ellipsis icon in the Requested Document column header and select Document Request: Reminder to send reminders for all overdue requests at once. 💡 Your Knowlix: “Request the signed contract from John, due in 3 days” or “Show me all pending file requests”

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Details Panel

The details panel displays comprehensive information about selected folders and files. To open the details panel:
  1. Select a folder or file
  2. Click the Info & Tags button in the upper-right corner

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Folder Details

Folder information includes:
  • Name: Click to edit the folder name
  • Size: Total storage consumed by folder contents
  • Item Count: Number of files and subfolders
  • Owner: User who created the folder (editable)
  • Contact: External person with viewer access (optional)
  • Email Alias: Configure email-to-folder routing
  • Tags: Applied to files automatically routed to this folder
  • Activity Feed: Modification history and comments

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File Details

File information includes:
  • Location: Current folder (change by selecting different folder)
  • File Size: Storage space consumed
  • Owner: User who uploaded the file (editable)
  • Contact: External person with viewer access (optional)
  • Tags: Applied categorization labels
  • Upload Date: Original creation timestamp
  • Modified Date: Last edit timestamp
  • Activity Feed: Version history, modifications, and comments

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Owner and Contact Fields

Owner: The user who created the file or folder. Owners have full access rights by default. Change ownership by selecting a different user from the dropdown. Contact: An external person (like a supplier or customer) who has viewer access to the file or folder. Contacts must exist in your contacts database. To grant file access to a user through their profile, set them as the Contact and ensure they have at least Viewer permissions in the access rights.

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Email Aliases

Route emails directly into specific folders by configuring folder-level email aliases. To set up a folder email alias:
  1. Select the folder
  2. Open the details panel
  3. Enter the desired Email Alias (e.g., “invoices”, “contracts”)
  4. Select or create the email domain
  5. (Optional) Specify an Activity Type to create follow-up activities when files arrive
  6. (Optional) Assign a user to activities created by incoming emails
  7. (Optional) Select Tags to auto-apply to files received through the alias
Files sent to the alias email address (e.g., invoices@yourcompany.knowlix.com) are automatically saved in the folder with configured tags and activities. Use cases:

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Tags

Categorize and organize files using customizable tags. Configuring tags:
  1. Navigate to Documents → Configuration → Tags
  2. Click New
  3. Enter the Tag Name (e.g., “Urgent”, “Approved”, “Draft”)
  4. Select a Color for visual identification
  5. (Optional) Add a Tooltip with additional information
  6. Click Save
Applying tags to files:
  1. Open a file
  2. Click the Info & Tags button
  3. In the details panel, select tags from the dropdown
  4. Tags appear on the file for easy visual identification
Bulk tagging: Select multiple files in list view, click Action, and apply tags to all selected files simultaneously. 💡 Your Knowlix: “Tag all files in the Legal folder as ‘Reviewed’” or “Show me all files tagged ‘Contract’ from Q4”

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Sharing and Access Control

Configure granular permissions to control who can view, edit, or manage folders and files.
Requirement: You must have editing rights on a folder or file to configure its sharing settings.

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Permission Levels

Viewer: Can open and download files but cannot modify, rename, move, or delete them. Viewers see read-only content. Editor: Can view, edit, rename, move, and delete files. Editors have full modification rights but cannot change sharing settings unless explicitly granted.

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Sharing Folders

To share a folder:
  1. Select the folder in the tree
  2. Click the gear icon
  3. Select Share
  4. In the share dialog:
    • Add users, contacts, or email addresses
    • Set their permission level (Viewer or Editor)
    • (Optional) Set expiration dates for time-limited access
  5. Click Share
Shared folders appear in the recipient’s document tree. Recipients with Editor permissions can add, modify, and organize files within the folder. Viewers see folder contents but cannot make changes.

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Sharing Files

To share a file:
  1. Open the file
  2. Click Share in the top bar
  3. Add recipients with their permission levels
  4. (Optional) Set access expiration dates
  5. Click Share
Managing permissions:
  • Hover over any recipient to see remove and calendar icons
  • Click the remove icon to revoke access
  • Click the calendar icon to set an expiration date

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General Access Settings

Configure default access for broad user groups beyond individual recipients. Internal Users: Set default access for all employees in your organization. Options include:
  • Viewer: All internal users can view the file/folder
  • Editor: All internal users can edit the file/folder
  • None: Only specifically granted users have access
Anyone with the Link: Control access for people who have the file/folder URL but aren’t explicitly granted permissions. Options include:
  • Viewer: Anyone with the link can view
  • Editor: Anyone with the link can edit
  • None: Link doesn’t grant access
Discovery settings for link-based access:
  • Discoverable: File/folder appears in browsing and search results for people with the link
  • Must have the link: File/folder is hidden from browsing and search. Users must have the direct URL to access it.

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Portal Access

External users with portal accounts can access shared documents through the customer portal. Portal users access documents by:
  1. Logging into the customer portal
  2. Clicking the Documents card
  3. Browsing folders and files they have permission to view or edit
Portal users see only content explicitly shared with them or placed in folders with portal access enabled. Security considerations:
  • Each folder and file URL includes embedded access rights information
  • When sharing folders, recipients access a dedicated portal showing permitted files only
  • Files with restricted access within a shared folder remain hidden from unauthorized viewers
  • Public users must receive the link directly. First-time portal access requires the link, not just browsing.
💡 Best Practice: Use “Must have the link” for sensitive documents shared externally. This prevents unauthorized access even if someone discovers your document repository URL.

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Best Practices

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Organize with Consistent Folder Hierarchies

Create a standardized folder structure across your organization. Top-level folders by department (Finance, HR, Sales), second-level by function (Contracts, Reports, Templates), third-level by year or project. Consistency helps users navigate intuitively.

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Use File Centralization for Automated Organization

Enable centralization for all modules that generate documents. Let the system route files automatically rather than relying on manual filing. This eliminates misfiled documents and ensures consistent organization.

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Tag Strategically, Not Exhaustively

Create a manageable set of meaningful tags (10-20 total). Over-tagging creates confusion and reduces effectiveness. Focus on tags that represent status (Draft, Approved, Archived), type (Contract, Invoice, Report), or urgency (Urgent, Review Required).

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Configure Email Aliases for High-Volume Folders

Set up email aliases for folders that receive frequent external documents. Invoices, signed contracts, and support attachments are ideal candidates. Email-to-folder routing eliminates manual uploads and filing.

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Set Realistic Deletion Delays

30 days provides adequate recovery time for most organizations. Shorter delays (7-14 days) suit storage-constrained environments. Longer delays (60-90 days) benefit compliance-heavy industries with strict retention requirements.

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Lock Finalized Documents

Lock completed contracts, signed agreements, and approved policies to prevent accidental modifications. Locked files remain accessible for reference but protected from unintended changes.

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Use Shortcuts Instead of Duplicating Files

When a file needs to appear in multiple locations, create shortcuts rather than copies. Shortcuts ensure everyone works with the same version and eliminate sync issues from duplicate files.

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Request Files with Clear Deadlines

When requesting documents, always set specific due dates. Vague requests without deadlines often go unfulfilled. Include context in the message field explaining why the file is needed.

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Review Shared Access Quarterly

Audit folder and file sharing permissions every three months. Revoke access for departed employees, completed projects, and expired contracts. Access creep creates security risks over time.

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Version Control for Critical Documents

Enable version management for contracts, policies, specifications, and financial documents. Upload new versions rather than overwriting. Version history provides audit trails and recovery options if edits need reversal.

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Use Expiration Dates for Temporary Access

When sharing files with external parties for time-limited purposes (vendor reviews, consultant projects), set expiration dates. Access automatically revokes when no longer needed, reducing manual follow-up.

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Train Team on PDF Tools

Ensure staff know how to split invoices from batched scans and merge related documents into single files. Proper PDF management reduces clutter and improves document organization.

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Need Help?

Ask Your Knowlix:
  • “Upload the contract to the Legal folder and tag it as urgent”
  • “Share the Marketing folder with Sarah as an editor”
  • “Show me all files I modified this week”
  • “Create a subfolder called ‘Q1 Reports’ in Finance”
  • “Merge these three PDFs into one file”
  • “Request the invoice from accounting, due in 2 days”
Contact Support: For questions about access controls, email alias configuration, automation rules, or document workflows, contact Knowlix support through the Help menu.