Document Management
Overview
The Documents module serves as a centralized repository for customer-issued and internal files.
Upload, revise, and view documents while linking them to related records throughout SuiteCRM.
Document Actions
Access Document actions from the module menu:
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Create Document – Opens a form to create a new Document record.
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View Documents – Redirects to the List View for searching and listing Document records.
Creating a Document
Navigate to the Documents module and select "Create Document" from the Actions menu.
Fields Overview
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File - The document file to upload
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Status - Document status (Active, Draft, FAQ, Expired, Pending, Under Review)
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Document Name - Descriptive name for the document
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Revision - Current revision number (starts at 1, auto-increments)
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Document Type - Type category (Mail Merge, EULA, NDA, License Agreement)
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Template - Toggle if document serves as a template
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Publish Date - When the document becomes available
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Expiration Date - When the document expires
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Category - Primary category (Marketing, Sales, Knowledge Base)
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Sub Category - Secondary classification (Marketing Collateral, Product Brochures, FAQ)
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Assigned To - User responsible for the document
ℹ️ The Revision Field has validation to only allow numbers and decimals.
Uploading a File
Drag and drop your file into the upload area, or click "Upload" to browse. The document name automatically populates from the filename.
Saving a Document
Click "Save" after entering details and uploading your file. SuiteCRM automatically creates the first revision containing the uploaded file.
Managing Document Revisions
Update documents by creating new revisions.
Fields Overview
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Document Name - Name of the related Document
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Latest Revision - The Latest revision number for the document
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Revision - Revision to update to
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File - The document file to upload for the new revision
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Change log - Description of changes made in this revision
ℹ️ The Revision Field has validation to only allow numbers and decimals.
Creating a New Revision
You can create revisions in two ways:
From the Document Revisions Widget:
Access the widget on the Document Detail View and click "Add Revision" within the actions menu to upload a new file and specify the revision number.
From the Document Edit View:
Upload a new file and save. If the revision field is unchanged, it auto-increments by 1. Custom revision numbers can be manually entered before saving.
Deleting a Revision
To delete a revision, click the trash icon next to the revision in the Document Revisions widget. You are unable to delete the current active revision.
To remove the active revision, first create a new revision and then delete the previous one.
Downloading a Document or Document Revision
To Download a Document or a Document Revision associated file, click the file name link in the Document Detail View or the Document Revisions subpanel. The file will download to your device.
Relating to Other Records
Documents can be related to other records via the Documents Subpanels. For example, you can relate a Document to an Account, Contact, Lead, etc. To relate a Document to another record, navigate to the record’s Detail View, scroll to the Documents subpanel, and click "Select" to choose an existing document or "Create" to create a new one.
Attaching a Document to an Email
To see information on attaching a Document to an Email, please refer to the Composing Emails section.
Configuration
Storage Type
Both Documents and Document Revisions use private-documents as the default storage type. These fields must use the same storage type to ensure proper functionality.
ℹ️ Changing the storage type for only one of these fields is not supported and may cause issues with document access and revision management.