Document library

An administrator's view of every file attached to CRM records, in one place, with search by name and a filter by object. It is how you find a contract or a proposal when nobody remembers which record it was attached to.

Files in the CRM are tied to the record they were attached to, which is good for day-to-day organization and bad when you need to find a document without knowing where it is. The Document library flips the view around: instead of starting from the record to reach the file, you start from the file.

How to use it

1. Open Settings and go to the Data and reports group.
2. Click Document library.
3. Type part of the file name into the Search by file name field. The search matches any part of the name.
4. If you want, narrow it with the object picker, which starts at All objects.
5. Click the file name to open it, Download to save it, or open record to go to the record it came from.

Each row shows the file name, the object the record belongs to, the formatted size and the date the file was attached. Sorting runs from newest to oldest, and the screen brings the organization's most recent attachments.

What the list includes and what it leaves out

• It includes the files attached directly to your objects' records.
• It leaves out comment attachments and attachments from conversation messages, so the list does not turn into a dump of images pasted into discussions.
• It shows the most recent items per query. To find something old, use the name search or the object filter rather than scrolling the list.

Who can do this

This is an administrator screen: it requires permission to administer settings, and that requirement is enforced on the server, not merely by hiding the menu item. The reason is simple: the list cuts across every record in the organization, including ones an ordinary rep would not see on the object's screen.

Common questions

• The file link stopped working: download addresses are temporary and valid for one hour. Reload the screen and fresh links are generated.
• Can I delete a file from here? No. Deletion happens on the record the file is attached to, so the action stays in the right context.
• Can I upload a file from here? No. This screen is for looking things up; uploading happens on the record.
• The search did not find the document: it looks at the file name, not at its contents and not at the record's name. Try a shorter piece of the name or filter by object.
• A file shows a dash for its size: the size was not reported at upload; the file still opens normally.

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