Documents
One searchable library for every file your office keeps, with per-group access, pins, labels, previews and trash.
Documents is the company's file library: supplier W-9s and insurance certificates, signed supply agreements, tank inspection photos, delivery paperwork, permits, and anything else the office needs to find again. A file can stand alone, or belong to a record such as a purchase order, supplier or customer. It then shows both on that record and here.
What the documents page shows
Every file you are allowed to see, one per line, with your pinned files first. The columns are Name, Source Document (the record it belongs to, which opens that record), Labels, Size, Type, File Extension, and who created and last updated it and when.
The menu on the left switches views:
| view | shows |
|---|---|
| All Documents | every active file you can read |
| My Documents | files you uploaded |
| Recent | files by most recent activity: viewed, downloaded, labelled or edited |
| Pinned | only the files you pinned |
| Trash | files moved to the trash, waiting to be restored or deleted for good |
Type is worked out from the file name when you upload (for example PDF, Image, Spreadsheet), and File Extension is read from the name itself, so neither needs entering.
How to add a file when you want the office to find it later
- Select Upload and choose the file. AimRack stores it privately and lists it straight away.
- Select Edit on its line to set a clear Name and a Description, and to choose View Permissions and Edit Permissions. Both are lists of your company's groups (see Users).
Files you drop on a record's own Documents tab, such as a supplier or a purchase order, are filed against that record and appear here too.
How to control who sees a file when it is sensitive
A person sees a file only when they belong to one of its View Permissions groups and have permission to view documents. Changing or deleting it needs one of its Edit Permissions groups. The same rule protects the stored file, so a link to a file you cannot read opens nothing. To share a bank letter only with the bookkeepers, give it a view group that only they belong to.
How to find a file when the library is large
- Type in Search... to match any part of a file's name or description. It does not search the text inside files, so a well-named file is a findable file.
- Filter by source document, label, type, extension or creator, and switch views to narrow further.
- Pin a file (the pin icon on its line, called Favorite in its menu) to keep it at the top of your list and in Pinned. Pins are yours alone.
- Add Labels from the label control on a line, reusing one or typing a new one. Select a label to filter by it. Labels are also personal, so your "Tank audit 2026" label does not clutter a colleague's list.
- Export the list you are looking at as a spreadsheet. Each exported file carries a Download Link.
How to view, download or remove a file when you are done with it
- Select a file to preview it beside the list. PDFs open in the viewer, and Download saves a copy.
- Move to Trash hides a file but keeps it. Restore from Trash in the Trash view brings it back.
- Permanently Delete removes the file for good and cannot be undone.
How AimRack reads a PDF for you when you upload an invoice or a request
Two forms can read an uploaded PDF and fill themselves in: a supplier's bill on a purchase invoice, and a customer's request on a sales request for quotes. AimRack pulls the text out of the PDF and matches the supplier or customer, payment terms and lines against records you already have. It fills in only the fields it is confident about, and you review and save the form as normal. A scanned PDF that is only an image has no text to read, so type those fields yourself.
Where this fits
Documents is shared by every module:
- Purchasing files supplier paperwork on suppliers and sends default attachments with purchase orders.
- Sales, quality and items attach files to their own records.