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 clients via secure one-time access 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 a client access to a document without requiring portal login:
- Open the document
- Click Share → Create Shareable Link
- The link is a one-time access token — it works for a set time window and then expires
- Send the link to the client via email
The client clicks the link and can download the file — no Plenix account required.
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.
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 (similar to Documents sharing).
Where to go next
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