Overview¶

Documents is the document management application for Progrid that provides a central place to upload, create, organize, and share files within your organization. Unlike basic file storage, Documents includes built-in editors for spreadsheets and rich text, a PDF viewer, automatic version tracking, and deep integration with Progrid Sales and CRM workflows.

Purpose¶

Organizations need a single source of truth for their business documents. Documents eliminates the need for external file sharing services by providing document management directly within Progrid. Documents live alongside the business data they relate to, making it easy to attach proposals to opportunities, generate quotations from spreadsheet templates, and share files with precisely controlled visibility.

Target Users¶

All Employees: Any Progrid user who needs to store, find, or share files. The upload and folder system requires no technical knowledge.
Sales Teams: Create quotation templates as spreadsheets, map fields from CRM opportunities, and generate sale orders directly from document templates.
Project Managers: Organize project-related documents in folders, share with team members, and track document versions as projects evolve.
Administrative Staff: Manage company-wide document templates, control folder structures, and configure visibility policies.

Key Concepts¶

Documents¶

A document is the core record in the system. Each document has a type that determines how it is displayed:

File - An uploaded file such as a PDF, Word document, image, or any supported file type. Files can be previewed in the browser when the format is supported (PDF, images).
Spreadsheet - A spreadsheet created and edited using the built-in spreadsheet editor. Supports formulas, formatting, and multiple sheets.
URL - A reference to an external web resource. URL documents can be organized in folders alongside files and spreadsheets.

Every document tracks its owner, creation date, last modification, visibility level, and folder location.

Folders¶

Folders provide hierarchical organization for documents. Folders can be nested to any depth, creating tree structures such as:

Company Documents/
+-- Sales/
|   +-- Proposals/
|   +-- Contracts/
+-- HR/
|   +-- Policies/
|   +-- Onboarding/
+-- Finance/
    +-- Invoices/
    +-- Reports/

Each folder has an owner and can have a parent folder. Documents are assigned to exactly one folder.

Versions¶

The version system automatically tracks changes to documents over time. Each time a document is saved after editing, a new version record is created containing:

The version number (auto-incrementing)
The complete file content at that point in time
The user who made the change
The timestamp of the change

This provides a full audit trail and the ability to restore previous versions when needed.

Templates¶

Templates are special documents that serve as reusable starting points for creating new documents. When you create a document from a template, a working copy is generated – an independent copy that can be edited without affecting the original template.

Templates are organized by category:

Sales - Quotation templates, proposals, price lists
Project - Project plans, status reports, timelines
HR - Employment contracts, onboarding checklists, policies
Finance - Invoice templates, budget worksheets, expense reports
Marketing - Campaign briefs, content calendars, brand guidelines
Legal - Contract templates, NDA templates, compliance documents
Other - General-purpose templates

Field Mapping¶

Field mappings define dynamic placeholders within templates. When a working copy is created from a template in the context of a CRM opportunity or sale order, these placeholders are automatically replaced with actual data.

For example, a quotation template might contain placeholders like:

{{customer_name}} – Replaced with the partner name
{{opportunity_value}} – Replaced with the expected revenue
{{salesperson}} – Replaced with the assigned salesperson’s name

This automation eliminates manual data entry when generating documents from templates.

Spreadsheet Quotation Integration¶

For spreadsheet templates, Documents provides integration with Progrid Sales that allows you to:

Map cells to sale order fields – Define which cells contain the product name, quantity, unit price, and other line item data.
Define line item ranges – Specify which rows in the spreadsheet contain line items. Multiple ranges can be defined for spreadsheets with several sections.

Together, these allow a salesperson to fill in a spreadsheet template and then automatically extract the line items into a sale order with a single action.

Menu Structure¶

The Documents application is organized as follows:

Documents (top-level app)
+-- All Documents
+-- Documents (filtered: PDFs, Word files)
+-- Spreadsheets (filtered: spreadsheets only)
+-- Templates
+-- Configuration
    +-- Folders

All Documents shows every document the current user has access to, regardless of type.
Documents filters the view to show only traditional file types (PDF, Word, images, etc.).
Spreadsheets filters to show only spreadsheet-type documents.
Templates shows documents marked as templates, organized by category.
Configuration > Folders provides the folder management interface.

Integration Points¶

Documents integrates with other Progrid applications:

CRM – Field mappings can pull data from CRM leads and opportunities into document templates. Working copies can be linked to opportunities.
Sales – Spreadsheet templates can generate sale order lines. Sale order templates can reference spreadsheet documents as their data source.
Mail – Documents support the Progrid chatter for comments, activity tracking, and notifications.
Portal – Documents with public visibility can be accessed through the customer portal using share links.