The Files section on a location group's details page displays all documents associated with that location group. From this tab, you can view, download, add, update, and delete files. Files can be visible to customers in the portal, included in welcome emails, and given expiration dates.
You can find this part via:
Location groups → select a location group → Files tab
Overview – What does this section show?
The Files table shows all files associated with the location group. Each row represents one file.
The following data is displayed for each file:
Name
Display name of the file, for example “Welcome Letter”File
Original file name, for example “welcome_letter.pdf”Date of creation
Date the file was uploadedVisibility
Icons that indicate where and how the file is visibleLanguages
Flag icons for available language versions
Layout
Visibility icons
The Visibility column uses icons to provide quick insight:
Desktop icon
Visible in the customer portal
Colored means visible, gray means not visibleCheck icon
Customer approval required
Only applicable for portal and move-in filesMoving icon
Visible during the moving processClock icon
Validity period
Colored means currently valid, gray means expired or not yet validEnvelope icon
Included in welcome emails
Hovering over icons shows additional details, such as exact expiration dates.
Language support
Each file can have multiple language versions
The table shows the name in the organization's default language
Flags indicate which other languages are available
Customers will automatically see the version in their preferred language, or the default language if needed
Actions
Add files
Users with appropriate rights can:
Click on Add File
upload a file
set a display name
optionally add translations
set visibility
configure validity dates
determine whether the file is included in welcome emails
save
Important:
file names must be unique per location group
capitalization is not distinguished
Update files
After uploading the following can be adjusted:
visibility
validity period
required approval
inclusion in welcome emails
Not possible:
change file contents
change file name
Delete files
Via the delete action per row
Removal is permanent and irreversible
Download
Select one or more files
Download as individual file or as ZIP archive
Problem | Solution |
File visible but not for customers | Check visibility and validity period |
Clock icon gray | File has expired or is not yet valid |
File cannot be uploaded | File name already exists |
File missing in portal | Check validity dates |
Why don't I see a file I just uploaded?
Check visibility, validity dates, and refresh the page.
Why can't I upload a file with this name?
File names must be unique per location group.
What happens to files when I delete a location group?
All linked files will be automatically deleted.
Can I download multiple files at once?
Yes, via selection and download as ZIP.
Why do I see multiple language flags?
The file has multiple language versions.
What does the clock icon mean?
It indicates whether the file is within its validity period.
Can I change the content of a file?
No, delete the file and upload a new version.
Location group
Grouping of service locations for management purposes.Entity Attachment Group
Technical name for files linked to a location group.Localized file name
Display name that may vary by language.File name
Original name of the uploaded file.Visibility
Determines who can see the file.Validity period
Date range during which the file is visible to customers.Approval required
Setting where customers must confirm first.Welcome email
Automatic onboarding email with the option to attach files.Culture
Language and region preference, such as Dutch or English.