Getting Started with Documents
What Documents is
Documents is the file-management area inside Applications. It brings together files uploaded manually and files created or collected by Applications and Workflows. What you can see and change depends on your assigned access.
Open Documents
- Open Applications.
- Select Documents from the Applications header.
- If you are already inside a Workspace, Application, or Page, select its Documents tab to see only files in that scope.
Documents can therefore open in four useful contexts:
| Context | What it shows |
|---|---|
| Global Documents | Files across the Workspaces you can access. |
| Workspace | Applications and files in one Workspace. |
| Application | Pages and files in one Application. |
| Page | Files belonging to one Page. |
Understand the folder hierarchy
In Folders mode, documents follow this structure:
| Level | Meaning |
|---|---|
| Workspace | The organization area that owns the Application. |
| Application | The Application that produced or stores the file. |
| Page | The Page or workflow form associated with the file. |
| Entity | A record category or manually created document group. |
| Instance | One specific record or process instance. |
| Field | The upload field or document category. |
| File | The actual document. |
Manual files that are not attached to an Application appear under Direct Uploads, using the shorter hierarchy Entity → Instance → Field → File.
Workspace, Application, and Page are read-only groupings in Documents. User-managed folders begin at Entity, Instance, and Field.
Flat and Folders
When Documents is open inside Applications, use the view switch above the results:
- Flat shows every file in the current Workspace, Application, or Page scope in one list. This is the default.
- Folders shows the Entity → Instance → Field hierarchy and lets you browse or manage folders.
This switch is separate from Grid / List. Flat/Folders changes the information structure; Grid/List changes only how the same items are displayed.
Navigate and find your location
- Click a folder to open it.
- Use the breadcrumb to return to any parent level.
- Use the back arrow to move up one level.
- The Applications address bar keeps the selected Workspace, Application, Page, and nested document path in the URL.
- A shared link still respects the recipient's permissions.
Main controls
| Control | What it does |
|---|---|
| Search | Filters the current scope or current folder. |
| New | Opens Upload File and Create Folder. |
| Select All | Selects folders in the current view; it does not select individual files. |
| Download | Downloads selected folders as a ZIP. |
| Delete (N) | Permanently deletes selected folders and their contents. |
| Name / Date / Size | Sorts the current results and reverses direction when selected again. |
| Flat / Folders | Switches between a single file list and the folder hierarchy. |
| Grid / List | Changes the visual layout. |
For eligible Enterprise Application or Page folders, Open in App Builder opens that resource in the visual Application builder. This action appears only when the resource and your access support it.
More
The More menu shows only tools your role can open:
- Permissions — global Applications and Documents access controls.
- Logs — Applications and Documents activity logs.
- Trash — restore files deleted from the explorer.
- Process Documents — open the Document Management inventory.
Important deletion rule
Deleting one file from its card sends it to Trash. Deleting a folder, or deleting selected folders from the toolbar, permanently deletes every document inside and cannot be undone. Always read the confirmation dialog before continuing.