Manage files and documents

Every manual, warranty, photo, certificate and signed contract in Belrald Assets lives in one document library. Files are attached to the record they belong to and tagged with a kind — manual, warranty, photo, certificate, invoice, inspection photo, insurance certificate and so on — so other parts of the product can find the right document automatically.

Upload a document

1. In the sidebar, select Documents.
2. Select Upload. Files always attach to a record, and the Upload documents modal collects that target before it takes a file.
3. Under Attach to, choose the record type. Then pick the Record itself.
4. Choose the File kind. This decides which file types and size limit the upload will accept, so set it before you add the file.
5. Drop your file into the box, or select it. Large files upload in parts and resume rather than starting over.
6. Select Done.

Note

Assets, locations, work orders, maintenance requests, contracts, leases, procedures and vendors have a searchable record picker. Every other type takes a raw record ID typed in by hand, so have that ID to hand before you start.

Belrald Assets scans every upload for viruses. A file that fails the scan is held back rather than added to the library, and Belrald support handles it from there.

Caution

Uploads are checked against your workspace’s file-type, file-size and storage limits. If an upload is rejected, check the limit named in the message rather than retrying the same file.

Find a document

The library opens on recent files from across your workspace. Narrow it with the controls above the list:

• Type on its own shows every document attached to that kind of record — every contract document, say. Add a Record to narrow to a single one.
• Any kind and Any status filter by document kind and upload state.
• Search files matches on filename within the files already loaded. Press / to jump to it.
• Show deleted brings back files that are deleted but not yet purged.

Use the toggle on the right to switch between grid and list.

Share a document

Create a share link when someone outside your workspace needs a document — a vendor, an insurer, a tenant.

• Set a password on the link if the content is sensitive.
• Revoke the link when the recipient no longer needs it.

Every view, download, share and revoke is recorded in the file’s access history.

Upload a new version

Upload a new version rather than a second file with a different name. The document keeps one identity, and its history shows what changed and when.

Retention and legal holds

Owners set retention policies per document kind on the Retention tab, so files expire on the schedule your policy requires. Admins can see the policies but not change them.

Note

A document under legal hold is protected from retention deletion until the hold is lifted. Only owners can place or lift a hold, so ask one as soon as you know a document is relevant to a dispute or investigation.

Watch your storage

Owners and admins get a storage view in Settings → Files:

• Storage — how much you are using now, and a forecast of when you will run out at the current rate.
• Retention — the expiry policy for each document kind.
• Share links — every live external link, so you can revoke what should no longer be open.

Managers and members never see this view.

Recovering a deleted file

Deleting a file removes it from everyday use but does not destroy it immediately — it can be restored. Files moved to cold storage can also be restored, though they take longer to become available.