Documents Management

The Documents module in Coonex is your central library for storing, organizing, and managing all business files — from contracts and company forms to marketing materials.
It ensures every document is securely stored, easily accessible, and properly categorized for your team.

1. Overview #

The Documents area acts as your digital filing cabinet inside the CRM.
It helps your team:

• Upload, store, and manage all internal and client-related documents.
• Share agreement templates and files across departments.
• Maintain a structured document library by category and creation date.

All uploaded files are stored securely on Coonex’s encrypted cloud infrastructure and linked to user access permissions.

🖼️ Add screenshot: “Documents Dashboard Overview”

2. Adding a New Document #

1. Navigate to CRM → Documents → Add New Document.
2. Click Upload Your Files or Drag-and-Drop the file from your computer.
3. Fill in the required fields:
   • File Name* — Choose a clear, descriptive name (e.g., “Emaar Agency Agreement – July 2025”).
   • Document Type* — Select the appropriate category (see below).
4. Click Submit to upload.

🖼️ Add screenshot: “Add New Document Form”

3. Document Types #

Each file must be assigned to one of the predefined document types for better organization and searchability.

🖼️ Add screenshot: “Document Type Dropdown Menu”

4. File Requirements #

• Supported Formats: PDF, JPG, PNG, DOCX, XLSX, MP4
• Maximum File Size: 50 MB per file
• Naming Convention: Use short, clear file names (avoid spaces and special symbols).
• Security: Every file is encrypted in storage and accessible only to authorized users.

🖼️ Add screenshot: “Upload Progress Bar”

5. Document List View #

The main page lists all uploaded documents with their details.

Use the Search Bar at the top to quickly find documents by name or type.

🖼️ Add screenshot: “Document Table View”

6. Managing Documents #

Edit #

• Click on a document name to open it.
• Update the name, type, or attach a new version.
• Click Save Changes.

Delete #

• Click the trash icon next to the file name.
• Confirm deletion — removed files are sent to the Recycle Bin for 30 days before permanent deletion.

🖼️ Add screenshot: “Edit or Delete Document Options”

7. Permissions & Security #

Access to the Documents module is managed through User Roles & Permissions:

• Admin: Full access (upload, edit, delete).
• Manager: Upload and edit access.
• Agent / Staff: View and download only.

All file activities (upload, edit, delete) are recorded in the system log for accountability.

🖼️ Add screenshot: “User Access Roles Settings”

8. Best Practices #

• Keep file names clear and date-based for easy reference (e.g., “SalesContract_March2025.pdf”).
• Upload agreement templates in PDF to avoid editing errors.
• Store all permits and company documents under correct categories for compliance audits.
• Regularly review and clean up outdated or duplicate files.

9. Coming Soon #

Future versions of the Documents module will include:

• Folder-based organization
• Version history and rollback
• Internal sharing links with access expiry dates
• Digital signature integration for agreements

🖼️ Add screenshot: “Upcoming Document Features Banner”