Managing Documents

This guide covers the day-to-day workflows for uploading, organizing, and managing documents in Documents.

Accessing Documents

Open the Documents app from the Progrid main menu. The application presents a file browser interface with the following navigation sections:

• All Documents – Shows all documents accessible to the current user

• Documents – Filtered view showing PDF, Word, and other traditional document files

• Spreadsheets – Filtered view showing only spreadsheet documents

• Templates – Document templates for creating working copies

The top-level Configuration menu provides access to:

• Folders – Manage the folder hierarchy

Uploading Documents

Single file upload

1. Navigate to the desired folder in the sidebar

2. Click Upload in the action bar, or drag and drop a file from your computer directly into the document area

3. The file is uploaded and a new document record is created automatically

Documents supports a wide range of file types including PDF, Word documents (DOCX), Excel spreadsheets (XLSX), images (PNG, JPG, GIF, SVG), and many more.

Important

Individual files must not exceed 50 MB. The system validates both the file extension and the MIME type to ensure file integrity and security. See ../security for details on allowed file types.

Supported file types

Documents accepts files with validated MIME types and extensions. Common supported formats include:

Category	Formats	Extensions
Documents	PDF, Microsoft Word, OpenDocument	.pdf, .docx, .doc, .odt
Spreadsheets	Microsoft Excel, OpenDocument	.xlsx, .xls, .ods, .csv
Images	JPEG, PNG, GIF, SVG, WebP	.jpg, .png, .gif, .svg, .webp
Presentations	Microsoft PowerPoint, OpenDocument	.pptx, .ppt, .odp
Archives	ZIP, RAR, 7-Zip	.zip, .rar, .7z
Text	Plain text, Markdown, HTML	.txt, .md, .html

Note

Files are validated on both extension and MIME type. If the MIME type does not match the expected type for the file extension, the upload is rejected.

Importing documents for editing

To import a Word document, PDF, or ODT file into the rich text editor for in-browser editing:

1. Navigate to the desired folder

2. Use the import function to upload and convert the file

3. The original formatting is preserved as closely as possible

4. The imported content opens in the TinyMCE 7 rich text editor for further editing

The import function converts the source file into editable HTML content, making it possible to modify documents that were originally created in external applications.

Tip

When pasting content from Microsoft Word or Google Docs into the rich text editor, Documents automatically cleans the HTML to remove unnecessary formatting tags while preserving the visual structure.

Creating New Documents

Spreadsheets

To create a new spreadsheet:

1. Navigate to the desired folder

2. Click New and select Spreadsheet

3. A blank spreadsheet opens in the Univer.js editor

4. Begin entering data, formulas, and formatting

For full details on spreadsheet editing, see Spreadsheets.

URL links

To add a link to an external resource:

1. Click New and select URL

2. Enter the URL and a descriptive Name

3. Select the target Folder

4. Click Save

URL documents store a reference to an external web page, video, or resource and can be organized alongside regular files in any folder.

Organizing with Folders

Folders provide hierarchical organization for your documents. The folder system supports unlimited nesting depth.

Creating folders

To create a new folder:

1. Navigate to Documents ‣ Configuration ‣ Folders

2. Click New

3. Enter the Name for the folder

4. Optionally select a Parent Folder to create a nested hierarchy

5. Click Save

You can create folder structures that mirror your organizational hierarchy, such as by department, project, or client.

Example folder structures

By department:

Sales/
+-- Proposals/
+-- Contracts/
+-- Price Lists/
Marketing/
+-- Campaigns/
+-- Brand Assets/
Finance/
+-- Invoices/
+-- Reports/

By project:

Project Alpha/
+-- Requirements/
+-- Design/
+-- Deliverables/
Project Beta/
+-- Requirements/
+-- Design/
+-- Deliverables/

Moving documents between folders

To move a document to a different folder:

1. Open the document record

2. Change the Folder field to the desired destination folder

3. Click Save

You can also drag and drop documents between folders in the sidebar navigation when supported by the view.

Favorites

Mark frequently accessed documents as favorites for quick retrieval:

1. Open the document

2. Click the star icon or toggle the Favorite field

3. The document appears when you filter by favorites

Favorites are user-specific and do not affect other users’ views.

Searching and Filtering

Use the search bar at the top of the Documents view to find documents by:

• Name – Search by document name or filename

• Type – Filter by document type (file, spreadsheet, URL)

• Folder – Filter by folder location

• Tags – Filter by assigned tags

• Owner – Filter by the document creator

• Favorites – Show only favorited documents

Combine multiple filters for precise results. For example, filter by Spreadsheets type within a specific Folder.

Bulk Operations

In the list view, select multiple documents using the checkboxes. With multiple documents selected, you can:

• Move them to a different folder

• Delete them

• Download them individually or as a batch

• Change visibility settings

Version Control

Documents automatically tracks versions of your documents. Every time a document is saved after editing, a new version is created automatically.

How versioning works

• Each save operation on a document creates a new version record

• Versions store the complete file content at that point in time

• The version number increments automatically

• The Last Modified timestamp and Modified By user are recorded for each version

Viewing version history

1. Open the document

2. Access the version history through the document actions or detail panel

3. The version list shows each version with its number, timestamp, and the user who made the change

Restoring a previous version

To revert a document to an earlier version:

1. Open the version history

2. Select the version you want to restore

3. The selected version becomes the current active version

4. A new version entry is created to preserve the audit trail

Note

Restoring a previous version does not delete any existing versions. The restored content is saved as a new version, maintaining a complete history of all changes.

Exporting Documents

Documents supports exporting to multiple formats. Available export formats:

Format	Use Case	Notes
PDF	Sharing and printing	Preserves formatting, universally readable
DOCX	External editing in Microsoft Word	Maintains styling and structure
ODT	OpenDocument-compatible applications	Open standard format
HTML	Web publishing	Includes inline styling
TXT	Plain text extraction	Strips all formatting
MD	Markdown editors and documentation	Preserves heading structure

To export a document:

1. Open the document

2. Select the export option from the action menu

3. Choose the desired output format

4. The file downloads to your computer

Format conversion

Documents also provides a format conversion capability that transforms documents between supported formats. This is useful for workflows that require documents in specific formats for downstream processing (e.g., converting a rich text document to PDF before sending to a client).

Viewing PDFs

PDF files open in the built-in PDF.js 4.0 viewer directly within the browser. The viewer provides:

• Page navigation and thumbnail sidebar

• Zoom controls and full-screen mode

• Text selection and search within the document

• Print support

No external PDF reader is required to view PDF documents.

Deleting Documents

To delete a document:

1. Select the document in the list view or open it

2. Click Delete or use the Action menu and select Delete

3. Confirm the deletion

Important

Deleted documents may not be recoverable. Exercise caution when deleting documents, especially templates and shared files.

See also

• Spreadsheets for spreadsheet-specific workflows

• Templates for creating and using document templates

• Sharing for visibility and sharing options