Documents
Overview
Documents is the system's file store. Files live in folders, carry a version history and can be released selectively to the customer portal.
Two properties separate this store from a network drive. Every file is versioned — a new edition replaces the content without destroying the old one. And every file carries an explicit decision about whether customers may see it. Both are the reason the store lives here rather than alongside.
Core tasks
Use folders. The folder tree sits on the left, together with All files for the unfiltered view.
Upload. Upload opens a dialogue with file, file name and folder. Leave the file name empty to keep the original. The permitted size depends on the server setup.
Add a new version. Rather than replacing a file, you add a new version. The file name stays, the content is superseded, and a comment records what changed. The version history is available at any time.
Search and review. A file search sits above the list. Columns show name, folder, type, size, version and modification date, plus the two markers Portal and Sensitive.
Download and delete. Both are done per row through the actions on the right.
Download from a notification. Notifications such as "export ready" link to the file's download page (/files/…/download), never straight to the interface. From a mail the link leads through sign-in to that page; it shows name, size and type and starts the download by itself — through the same path as the list, so with your permissions. Anyone who may not read the file sees an error notice instead.
Sensitive files. The Sensitive flag is more than a marker: setting it encrypts the bytes in storage. From then on only someone holding the matching permission may read or manage the file (platform.file.view_sensitive or a domain permission such as the one for personnel documents). A sensitive file stays out of the customer portal — even if someone additionally sets the portal flag. Removing the flag does not undo the encryption: what was stored encrypted stays encrypted.
Share a download link. To give a file to someone who cannot sign in, issue a signed link. It carries a signature and a lifetime (1 minute to 7 days, 60 minutes by default) and can be redeemed without signing in — but only while it is valid and the issuer may still read the file. Optionally the link points at a specific version instead of the current one. An expired link is not extended but reissued; that way every sharing stays a deliberate decision.
Image sizes. For every uploaded image (JPEG, PNG, WebP, GIF) two reduced versions are created in the background: small (longest edge 320 pixels) for lists and previews, medium (800 pixels) for detail views — for every new version as well. Previews in the catalogue (category image, manufacturer logo, property images) load the small version, which saves loading time. Through the interface …/download?size=small or ?size=medium fetches the version; as long as it has not been created yet — or the image is smaller anyway — the original is delivered. Sensitive files never get a reduced version: it would otherwise lie unencrypted next to the encrypted original. Deleting the file removes the versions as well.
Fields in detail
The What it does column answers what changes in the system — not what the field is called. The grey name behind the label is the API field: the same thing runs under that name through automation, import and AI tools.
Uploading and maintaining a file
| Field | Required | Values / format | What it does |
|---|---|---|---|
File contentBase64 | yes | file content | What is uploaded. The interface takes the file; through the API the content is sent along. |
File type declaredMime | no | type declaration | What the sender announces the file as. The system inspects the file itself and goes by the actual content — a misnamed file does not thereby become what it claims to be. |
Comment comment | no | text, max. 255 characters | What distinguishes this version. It appears in the version list — the sentence explaining why there is a new one. |
Visible in the portal visibleToPortal | no | yes/no | Whether the customer sees the file in the portal. Off is the default: a file is released deliberately, not by accident. |
Confidential isSensitive | no | yes/no | Marks especially protected content. It does not appear in previews and search results, and access is checked more tightly. |
Restore version restoreVersion | no | number of a version | Rolls the file back to an earlier version. The newer one is not lost: a new version with the old content is created. |
Every file carries its versions. Uploading under the same name replaces nothing but lays a version on top — which is why nothing ever disappears here.
Settings & permissions
platform.file.viewto see,platform.file.uploadto upload and add new versions,
platform.file.manage for administration including folders and deletion.
- Portal release is a deliberate act. A file becomes visible to customers only once it has been
explicitly released. The default is not released — release is a decision, not an oversight.
- Sensitive marker. Files marked as sensitive are treated separately; the list shows the marker
in its own column.
- Brand scope. Across several brands you see the files of brands you hold a permission for.
FAQ & troubleshooting
Uploading a large file fails. The upper limit comes from the server setup, not the application. Your administrator can raise it.
A customer cannot see a file they are meant to see. Check the file's portal marker. Without release it does not appear in the portal — not even when the customer may see the folder.
I uploaded the wrong edition. Add the right one as a new version. The wrong one stays in the history and remains traceable; nothing is lost.
I cannot find a file through Search. What is searched are the registered attributes. Whether the full text of the file's content is included depends on the setup; the file name is findable in any case.