Document Storage (File Cabinet)

What is it and what is it for?

Any document you need to keep inside AdmCloud — whether it comes from a specific screen (a customer, an item, a project, an opportunity, a transaction) or you simply want to keep it on its own — is stored as a file in this module. You can organize files into folders, just like your computer's file explorer, and control which user groups can see them.

Each file can be linked to a record in the system (for example, an item's photo, an invoice's fiscal document, a candidate's résumé, a fixed asset's blueprints) or it can be uploaded on its own directly from this screen, with no relation to any other document.

Screens in this area

How to upload and organize your files

1. Open the File Cabinet module; you'll see the contents of the root folder and, on the left, the Folders panel with the tree view. Click a folder in the tree (or in the table) to see its contents; use the tree's arrows to expand or collapse subfolders and All files to go back to the root. The Tree view button shows or hides the panel; when hidden, the table takes the full width.
2. To organize your files, click New Folder, type a descriptive name (for example, "Contracts" or "2026 Receipts") in the dialog and save it. The folder is always created at the root, even if you are viewing another folder.
3. To upload files, drag one or several from your computer's file explorer and drop them on the Drag and drop your files here box while inside the folder where you want them saved: the box highlights while you hover it. If you would rather pick them with the file picker, click that same box (or press Enter or Space while it is focused). You'll see a progress bar while they upload.
4. To move a file to another folder, grab the move icon (four arrows) next to its thumbnail in the table, drag it and drop it on the destination folder in the tree: the folder highlights while you hover it. Drop it on All files to move it to the root. The list refreshes on its own, without reloading the page.
5. To delete a file or folder, click the trash button at the end of its row and confirm. You can also check several rows and use the Delete button on the top bar.
6. To review a file, click it and open Details: from there you can download it, preview it (if it's an image) or generate a public link to share it outside of AdmCloud.
7. To restrict who can see a file or folder, edit it and check, in the permissions table, the user groups that should have access.

Main capabilities

• Folder organization, with file-explorer-style navigation that doesn't reload the page when you switch folders.
• Folder tree view: a panel next to the list shows every folder with its subfolders, no matter which one you are in. It is on by default, and AdmCloud remembers in your browser whether you left it shown or hidden.
• Move files by dragging them: drag a file from the table to any folder in the tree to change its folder. Only files can be moved; folders cannot.
• Delete from the row: each row has its own trash button, so you don't need to check the box and look for the top bar button to delete a single file.
• List column customization: with the customize columns button you can choose which columns to see (name, creation date, relationship, item, opportunity, project, transaction, reference and size), in which order and which one to sort by, and save the layout to reuse it.
• Automatic linking with other screens: files you upload from an invoice, an item, a project, an opportunity, a fixed asset, a bank reconciliation, a trip, a maintenance plan or a custom record also show up here, with their relation visible on the List screen.
• Public links: you can mark a file as public to generate a link that anyone can open without logging into AdmCloud (handy to share a catalog, a photo or a document with someone outside your company).
• Text recognition (OCR): if your plan includes it, you can ask AdmCloud to "read" the text in a scanned image or PDF and make it searchable afterwards with the List screen's "deep search".
• File sizes and total space: the List screen shows the size of each file (in bytes, KB, MB or GB, depending on how big it is) and, at the top, the sum of every file in the company. Files uploaded before AdmCloud started storing this value show no size until an internal process calculates it; while that happens, the total states how many files are still pending.
• Permissions by user group: each file or folder can be shared only with the user groups you choose; if you don't share it or mark it public, only whoever uploaded it can see it.

Key fields

Validations when saving

• The name is required, both for files and folders.
• There can't be two folders with the same name at the same level.
• If a file is saved inside a folder, that folder must exist.
• There's no file-type restriction: you can upload any extension (PDF, images, Office documents, compressed files, etc.).
• There is a per-file size limit (around 30 MB), enforced by the server; if your file exceeds it, the upload is rejected and you'll need to split or compress it.
• You can't delete a file or folder that's in use by another record in the system (for example, your company logo, an item's photo, an invoice's fiscal document, or the files inside a folder); remove that relation or empty the folder first.

Availability, permissions and conditions

• Access to this screen is controlled by the "File Cabinet" permission on your user group, with separate levels for browsing, adding, editing and deleting.
• The ability to create and use folders is available on the large majority of AdmCloud plans (from Start upward).
• Editing an already-created file's or folder's data (renaming it, moving it to another folder, changing its permissions) requires the Enterprise plan. On earlier plans, once a file is uploaded you can only view or delete it.
• Moving files by dragging them to the tree also requires the Enterprise plan and the edit level of the "File Cabinet" permission; without them the move icon is not shown. The tree view is only shown on plans that include folders.
• The trash button on each row only appears if your user group has the full access level (the one that allows deleting) of the "File Cabinet" permission.
• Text recognition (OCR) and the deep search by recognized content require the Enterprise plan.
• When attaching files to a single document (for example, an invoice), the maximum allowed per document depends on your plan: 5 files on most plans, up to 100 on the Enterprise plan.

List record cap

So the list opens and pages quickly even in companies with hundreds of thousands of files, it scans at most 5,000 records. When the folder or search you applied returns more than that, a notice appears above the list explaining that only the first 5,000 are shown and inviting you to narrow the search with the search box.

The notice includes a Show the exact total button, which counts every file matching the current filter and displays the real figure. It runs only when you ask for it, because that is precisely the expensive operation the cap avoids: in a company with many files it can take several seconds.

Tips and common issues