Files is the central place where all of a customer's documents and attachments are stored and managed.
Here you can upload, view, download and delete files such as invoices, contracts, identification documents or customer correspondence.
The Files section shows a table with information about all uploaded files:
Column | Description |
Name | The visible name you give to the file (e.g. “Contract 2025”). |
File | The original file name (e.g. “contract_2025.pdf”). |
Date created | Date the file was added. |
Visibility | Shows who can see the file (internal, customer portal, etc.). |
Viewed | Date the customer or user viewed the file. |
Signed | Date of signature (if applicable). |
Origin | The source of the file (customer upload, contract, product, etc.). |
Above the table you can filter by:
Viewed Status (Viewed Only / Not Viewed)
Visibility (internal / portal / portal and when moving in)
Created between (upload period)
Supported file formats
File types
You can upload almost all common file formats:
Documents: PDF, DOCX, DOC, TXT, RTF
Images: PNG, JPG, JPEG, GIF, BMP
Spreadsheets: XLSX, XLS, CSV
Archives: ZIP, RAR
Other: All other file types are allowed
Size restrictions
Maximum file size: 25 MB per file
You can upload multiple files, but each file must not exceed 25 MB.
Larger files will cause an error message and the upload will be canceled.
Uploading Files - Step-by-Step Guide
Navigate to the customer
Go to the Customers menu.
Open the desired customer.
Click on the Files tab.
Open upload window
Click on Add File (icon with plus sign).
The upload window opens.
Fill in file information
Name: Provide a recognizable title (e.g. “Invoice November 2025”).
File: Click in the upload box or drag the file into the field.
The field shows a paperclip icon and the text “Drag files here.
Set visibility (optional)
If the customer has an active portal account, you can check:
“Show in customer portal”Leave this unchecked for internal files.
To confirm
Click Confirm or Add.
Once completed, the file will appear in the list.
Upload status
While uploading:
You can see the progress in the upload window.
After successful upload, the file will immediately appear in the list.
If an error occurs, you will receive a clear message with the cause (file too large, network problem, server error).
View files
Use filters to quickly find specific files:
Filter by viewed status (all / viewed / not viewed)
Filter by visibility (internal or portal)
Filter by date or contract
Download files
Single file:
Select the desired file.
Click Download (arrow icon).
The file will be downloaded directly to your computer.
Multiple files:
Select multiple files using the checkboxes.
Click Download.
The files are bundled into a ZIP file.
Extract the ZIP file to access the files.
Download details
Files retain their original extension.
The visible name is used as the file name.
All downloads are processed through secure endpoints (no public links).
Delete files
How to remove
Select one or more files.
Click Delete (X icon).
In the dialog, confirm that you want to delete.
After confirmation, the file will be irreversibly deleted from storage and from the list.
Removal rules
Deletion is permanent. There is no recovery possible.
Some system or product files cannot be deleted.
Bulk deletion is allowed (multiple at a time).
Confirmation is always required.
Visibility
Files can have one of the following visibility levels:
Level | Description |
Internal | Only visible to employees. |
Portal | Visible to the customer in the customer portal. |
Portal & Moving Process | Visible in both the customer portal and moving flow. |
Security measures
Files are stored in secure cloud storage.
Only authorized users have access.
There are no public URLs available.
Access is controlled via tenant isolation per organization.
Activities are logged in an audit trail (if enabled).
Situation | Cause / Solution |
“File too big” message | File is larger than 25MB → reduce or compress. |
Upload failed | Check file size or internet connection. |
File not visible in portal | Check visibility and portal permissions. |
File not downloadable | File may have been deleted; please contact support. |
Duplicate file names | Allowed – files are distinguished at upload time. |
Corrupt file | Download again; check that the upload was completed correctly. |
Unable to delete | System or product files are protected against deletion. |
Can I upload multiple files at once?
No, one at a time. Repeat the upload for multiple files.
What happens with duplicate names?
Duplicate names are allowed, but use unique titles for clarity.
Can customers upload files themselves?
Yes, if customer portal upload is enabled.
Are files deleted automatically?
No, removal is only done manually.
Can I recover deleted files?
No, deleted files are permanently deleted.
Are your files secured or encrypted?
Yes, storage and transfer are done via secure cloud storage.
Can I rename files?
You can change the display name through the edit window (if allowed).
How do I know if a customer has viewed a file?
The Viewed On column shows the date the file was accessed.
Can I download all files at once?
Yes, select multiple files and click Download. They will be delivered as a ZIP file.
Can I preview files without downloading?
Not at this time – you need to download the file to open it.
File Document or attachment associated with a customer
Attachment Synonym for file, often linked to contract or product
Name: Display name you provide when uploading
File Name: Original name on your computer
Visibility: Who can see the file
Origin: Where the file comes from (customer upload, contract, system)
Upload: Adding a file to the system
Download: Retrieving a file from the system
Portal: Customer environment in which files can be visible
Internal: Only visible to employees