Documents
Package: BASIC
1. General
The Documents module enables the central storage, management and organization of files related to customers and business processes.
It serves as a unified archive for various file types – e.g., quotes, contracts or invoices in PDF format – and supports efficient collaboration and access to relevant information.
All signed customer contracts are stored as PDFs in the Documents module and assigned to the corresponding Contracts directory. Via the link to the corresponding organization, the documents are directly accessible from the customer record. Using the Email File as Attachment action, a contract can be sent directly from brainX if needed.
Technical documentation stored on a network drive is referenced as a URL in the document record via the External File Link field. This way, they are accessible directly from brainX with a click, without double storage.
This section only describes special fields or functionalities of the module, as all general brainX functionalities are described elsewhere in the manual.
2. List View
The list view in the Documents module has the usual functionalities of a list view. For more detailed information, see the section Structure/Layout - List View.
2.1. Actions
In the list view – depending on the module – general actions are available. An overview and description of all general actions can be found in the section Actions (List View).
Additionally, the following module-specific actions are available:
| Action | Functionality |
|---|---|
| Migrate to Wiki Article | Converts the selected records into Wiki articles – see Actions (List View) – Migrate to Wiki Article |
| Move Document(s) | Moves the selected documents to a different directory – see Actions (List View) – Move Document(s))) |
| Manage Directories | Create, rename and delete directories – see Actions (List View) – Manage Directories |
3. Detail View
3.1. Fields
The following table describes required fields as well as fields with non-obvious functions. All other fields are self-explanatory.
Basic Data Block
| Field | Description |
|---|---|
| Title * | Name of the document |
*Required field
File Information Block
| Field | Description |
|---|---|
| File | Upload file via Drag & Drop or via the operating system's file explorer |
| External File Link | URL to an external file (e.g., network drive or FTP server); displayed as a clickable link after saving |
3.2. Actions
The following actions are available in the detail view:
3.2.1. General Actions
- PDF Export
- Recommend
- Delete
- Change Tracking
For detailed information on the actions, see the section Actions (Detail View).
3.2.2. Module-Specific Actions
| Action | Requirement | Functionality |
|---|---|---|
| Email File as Attachment | Configured email inbox | Opens the email editor with the file as an attachment |
| New Email | Configured email inbox | Opens the email editor with reference to the document |
4. File Types
4.1. Allowed File Extensions
The following file types can be uploaded:
- Images: jpg, jpeg, png, gif, bmp, tif, tiff
- Text Documents: txt, rtf, pdf, log, md
- Other Documents: csv, xml, vcf, keynote, numbers, pages, ics, bmpr, graffle, eps
- Audio: mp3, aac, wav
- Video: avi, mp4, mpeg
- MS Office: doc, docx, dotx, xls, xlsx, xlsm, xltx, ppt, pptx, pps, potx, accdb, msg
- ISO Standard Office: odt, ods, odp, odb
- Archives: rar, zip, 7z, tar.gz, bz2, gz, tar
- Email: eml
- HASP License File: v2c
- 2D/3D: dwg
- Configuration Files: cfg
- Mind Map: xmind
- Flowchart: isf
The listed file extensions represent a whitelist. This means all file extensions not listed are not permitted (for security reasons).
If you want to upload a file type that is not included in the list, please contact brainX GmbH.
4.2. File Preview
A preview is available for the following file types:
- aac
- mp3
- cfg
- csv
- gif
- jpeg
- jpg
- mp3
- mp4
- png
- txt
5. Practical Examples
1 – Central Contract Archive with Direct Customer Reference
A company wants to centrally and structurally store all signed customer contracts so they can always be found quickly. For each signed contract, a record is created in the Documents module, the PDF file is uploaded, and the document is assigned to the Contracts directory.
Each document record is linked to the corresponding organization, so the contracts are directly accessible from the customer record. If needed, a contract can be sent by email directly from brainX using the module-specific action Email File as Attachment – without having to download the file first.
Through the directory structure and the linking with customer and organization records, a clear, central document archive is created that is accessible to all authorized employees.
2 – Embedding Technical Documentation via External File Link
A company maintains extensive technical documentation on an internal network drive. To avoid storing these files twice, they are referenced in brainX via the External File Link field.
For each piece of technical documentation, a document record is created, a meaningful title is assigned, and the path to the file on the network drive is stored as a URL in the External File Link field. After saving, the link is displayed as a clickable link and enables direct access to the file from brainX.
The documents are assigned to the corresponding directory and linked to the relevant product or customer records, so technical documents are always findable in the right context.
3 – Organizing Documents and Moving Them to Directories
Over time, many files have accumulated in the Documents module that were previously stored unstructured in the default directory. To restore order, new directories are first created via the Manage Directories action – such as Contracts, Quotes, Invoices and Technical Documents.
Then the existing documents are grouped by type in the list view and moved to the appropriate directories using the Move Document(s) action. Documents that were originally created as records in the Documents module but would be better maintained as wiki articles can be directly transferred to the Wiki module using the Migrate to Wiki Article action.
6. Frequently Asked Questions
Which file types can be uploaded in the Documents module?
Numerous file types can be uploaded, including common image formats (jpg, png, gif), text documents (pdf, txt, docx), MS Office files, archives (zip, rar), audio and video files and many more. This is a whitelist – file types not included in the list cannot be uploaded for security reasons. If a required file type is missing, brainX GmbH should be contacted.
What is the difference between uploading a file and entering an external file link?
When uploading a file, it is stored directly in brainX and accessible there. The External File Link, on the other hand, stores only a URL to an externally stored file – for example on a network drive or FTP server. The file itself is not stored in brainX, but only linked. After saving, the link is displayed as a clickable link.
Can I move multiple documents to a different directory at the same time?
Yes. In the list view, multiple documents can be selected and moved together to a target directory using the Move Document(s) action.
How can I send a document directly by email?
In the detail view of a document, the module-specific action Email File as Attachment is available. This opens the email editor with the stored file as an attachment. A configured email inbox in brainX is required.
For which file types is there a preview in brainX?
A preview is available for the following file types: aac, mp3, mp4, cfg, csv, gif, jpeg, jpg, pdf, png and txt. For all other file types, the file must be downloaded to open it.
Can I convert a document into a wiki article?
Yes. Using the Migrate to Wiki Article action in the list view, selected document records can be converted into wiki articles. Detailed information can be found in the section Actions (List View).