PLATFORM · CAPABILITY
Files and documents
Files in EveryonePlans attach to the record they belong to — a customer, a job, an invoice — and inherit that record’s permissions, so access to a document follows access to the thing it is about.
01THE PROBLEM
Why this is worth having
Documents usually live in a shared drive organised by whoever created the folder. The permissions are separate from the permissions on the work, so they drift: a contractor who lost access to the job still has the link to the plans, and nobody notices because the two systems have no opinion about each other.
02HOW IT WORKS
The mechanism
- A file belongs to a record rather than to a folder, so finding it means finding the job, not remembering a naming convention.
- Permissions are inherited from the record. There is no second access model to keep in step with the first.
- Uploads are available over the API, so a customer portal or your own front end can offer them without a separate storage integration.
- Storage is metered against the organization, so the cost of keeping everything is visible rather than a surprise.
02bWITHOUT SIGNING IN
What it looks like.
SC-files-and-documents · TO BE SUPPLIEDSTILL · 16:9
Files and documents — screenshot
REAL SCREEN CAPTURE, NOT GENERATED. Files attached to a job, with the permission chip showing they inherit the job’s access. Capture at 1600x900 with believable seeded data — real-looking names, dates within the next two weeks, non-round money amounts — and blur anything identifying a real customer.
DROP AT
/art/screens/files-and-documents.png03WORKED EXAMPLE
The plans, and only the plans
- The site drawings are attached to the job.
- The subcontractor assigned to that job can open them, because they can see the job.
- They cannot see the signed contract, which is attached to the customer rather than the job.
- When the assignment ends, so does access — without anybody auditing a shared drive.
04QUESTIONS
About files and documents
Where are files stored?
Against the record they belong to, with the record’s permissions, in the platform’s own storage. They are reachable over the API like anything else, so they are included in an export rather than stranded in a drive.
05READ NEXT
People, roles and permissionsGranular roles rather than admin-or-nothing. A subcontractor sees the job, not the margin; a bookkeeper sees the ledger, not the pipeline.Tasks and projectsWork broken down, assigned, sequenced and tracked to done — including recurring work, which is where most task tools quietly give up.Contacts and pipelineLeads, customers, organizations and the relationships between them — with the history kept against the record rather than in somebody’s inbox.
TRY IT
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