How Documents Works
Document storage, version control, folder structure, secure sharing, and how the Documents hub connects to CRM, portal, and credentials.
What Documents does
The Documents hub is the central file store for everything your business produces and manages: client-facing reports, internal policies, technical documentation, contracts, certificates, and more. Files are stored with version history, organised in folders, and can be shared with anyone outside your team through secure share links.
Document structure
Documents are organised in a per-company folder hierarchy. Each CRM company has its own document space. Files uploaded against a company are isolated from other companies — clients on the portal can only see their own company's documents.
You can create subfolders (e.g. Contracts, Reports, Technical Specs) within a company's document space to keep things tidy.
Version control
Every time you upload a new version of a file with the same name (or explicitly create a new version), Plenix keeps the version history. You can:
- See all previous versions with timestamps and who uploaded them
- Download any previous version
- Restore an older version as the current one
This ensures you never lose a document that was replaced or overwritten.
Sharing documents with clients
To give someone outside your team a file or a whole folder without a Plenix login:
- Right-click the file or folder and choose Share
- Choose what the link allows: Can view, Can comment or Can edit (edit links let the recipient upload files, or a new version of a file)
- Optionally set a password, an expiry date and a download limit, and leave Notify me when the link is opened or downloaded ticked (it is on by default) to get in-app notifications when the link is used
- Copy the link and send it
Every open, download, comment and upload through the link is recorded in the link's access log. Links can be revoked at any time. See Share Files Securely for the full walkthrough.
Documents that you want the client to access long-term via the portal should be uploaded to their company's document space and are automatically visible to portal users for that company.
Organising and collaborating
- Drag and drop files and folders onto a folder, in the list or the folder tree, to move them
- Folder templates create a ready-made set of folders in one click. See Folder Templates
- Activity and comments show everything that happened in a folder and let your team discuss a file. See Activity Log and Comments
How Documents connects to the rest of the platform
CRM: Documents are stored per company. The company's Documents tab is a direct link into their document space.
Client Portal: All documents in a company's document space are visible in the portal under the Documents section. Clients can browse and download.
Contracts: Signed contracts or contractual documents can be stored in the Documents hub and linked from the Contracts module.
Global Search: Document titles and (where indexed) content are included in the platform's global search — so you can find a document by typing a keyword.
Credentials Vault (related)
The Credentials Vault (a separate module) stores sensitive access credentials — passwords, API keys, RDP details — rather than files. Think of Documents as the file cabinet and Credentials as the password manager. Both are per-company.
Credentials are encrypted at rest and can be shared externally via a secure one-time link.
Where to go next
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