EnglishCollaboration AppsDocuments

Documents

Documents is XBuddy’s central repository for company files — proposals, policies, SOPs, templates, and signed contracts. Every file lives in a permission-controlled folder tree, is versioned, and can be linked to the business records that need it (a Deal, an Employee, a Contract).

It is used by everyone who stores or shares files — but especially operations, HR, legal, and finance teams that manage sensitive, versioned, and expiring documents.

Key Features

  • Hierarchical folder tree with drag-and-drop upload (PDF, DOCX, XLSX, images, ZIP)
  • Version history — every upload keeps prior versions, restorable at any time
  • Granular sharing: internal users, roles, or external view-only links
  • Folder-level permissions with inheritance and per-folder overrides
  • Expiry monitoring — flag documents (contracts, certifications) nearing their expiry date
  • My Files and Shared With Me personal views
  • Cross-module attachment (attach the same file to CRM, HR, Projects, Finance records)
  • AI Hub for classification/insights and Workflows for automated routing

Important features

Browsing the folder tree and uploading

Organize files the way your org thinks about them.

  1. Go to /documents/browse. The left panel shows the folder tree.

  2. Click New Folder to build structure (e.g. Finance / Invoices / 2026, HR / Policies).

  3. Drag files from your desktop into a folder, or click Upload — dropping a desktop folder preserves its sub-structure.

  4. After upload, add Tags, a Category, and optionally an entity link, then save.

Documents — folder tree with drag-and-drop upload into a selected folder
Documents — folder tree with drag-and-drop upload into a selected folder

Sharing and permissions

Control exactly who sees each folder and file.

  1. In /documents/browse, right-click a folder → Manage Access.

  2. Grant view/edit/manage to roles or specific users; child folders inherit by default.

  3. To restrict a subfolder, open it → Manage Access → turn off Inherit parent permissions and set explicit rules.

  4. For external parties, open a file → Share → External Link; add a password and expiry if needed.

Documents — Manage Access dialog assigning folder permissions to roles
Documents — Manage Access dialog assigning folder permissions to roles

Versioning

Never lose a prior draft — every change is preserved.

  1. Open any document and select the Version History tab.

  2. See every version with uploader, timestamp, size, and version note.

  3. Upload a new version with a version note describing what changed.

  4. Click Restore on an older version to make it current — this creates a new version entry rather than overwriting history.

Expiry monitoring

Stay ahead of expiring contracts and certifications.

  1. When uploading a time-sensitive file, set its Expiry date in the metadata.

  2. Open /documents/overview to see documents grouped by expiry window (30/60/90 days).

  3. The Documents AI agent flags approaching expiries and can notify owners.

  4. Renew the document (upload a new version or replace it) to clear the flag.

Full feature reference

Nav itemPathDescription
Overview/documents/overviewLanding page with document counts, recent activity, storage usage, and an expiry-watch panel highlighting files nearing their expiry window.
Browse/documents/browseThe main folder-tree explorer — create folders, upload/drag files, tag, categorize, link to entities, and manage folder access.
My Files/documents/my-filesA personal view of documents you own or uploaded, for quick access without navigating the full tree.
Shared With Me/documents/sharedFiles and folders other users or roles have shared with you, with your granted access level shown.
Reports/documents/reportsReporting on storage usage, document counts by folder/category, expiry pipeline, and sharing activity.
AI Hub/documents/aiAI-assisted classification, duplicate detection, stale-file cleanup suggestions, and document insights.
Workflows/documents/workflowsAutomated document routing — e.g. auto-tag on upload, route for approval, notify on expiry.
Settings/documents/settingsConfigure max file size, allowed types, version retention, default upload folder, and expiry-alert thresholds.

Integration points

ModuleHow Documents connects
Contract ManagementContract versions and signed copies are stored and versioned here
E-SignaturesSend a document for signing; the signed PDF is auto-saved back into Documents
ApprovalsA document can trigger an approval workflow; status syncs back
CRM / SalesProposals, NDAs, and presentations attach to Deals and Accounts
HROffer letters, employment contracts, and policies attach to Employee records
ProjectsSOWs, deliverables, and meeting notes attach to Project records
FinanceReceipts and supporting docs attach to invoices, bills, and expenses

Any file can be linked to multiple entities at once. Open a document → Links tab → Add Link to attach it to, say, both a Deal and its Contact.

Related AI agents

AgentWhat it does here
Documents LibrarianClassifies uploads, detects near-duplicates, flags stale and expiring files, and suggests tags and folder placement to keep the repository tidy.

Common workflows

  1. New-hire document pack

    1. In /documents/browse, create HR / Onboarding / [Name].
    2. Generate the offer letter from a template and save it into the folder.
    3. Send the employment contract for e-signature; the signed PDF auto-saves back.
    4. Link the signed contract to the HR employee record.

  2. Proposal-to-contract for a Deal

    1. From a CRM Deal, attach a proposal stored in Documents.
    2. Share it with the prospect via an external link with expiry.
    3. On acceptance, generate the contract and route it through Approvals.
    4. Send for e-signature; the executed PDF is archived under the Deal.

  3. Certification expiry sweep

    1. Ensure each certification has an Expiry date set on upload.
    2. Review /documents/overview expiry panel weekly.
    3. Act on Documents Librarian flags for the 30-day window.
    4. Upload renewed versions to clear each flag.

FAQ

Q: How many versions are kept? All versions are kept indefinitely by default. You can enable auto-purge of versions older than N days in /documents/settings → Version Retention.

Q: Can external users (clients, vendors) access files? Yes — use Share → External Link for a view-only or comment-enabled link. It can be password-protected and set to expire; external users don’t need an XBuddy account.

Q: What happens if two people edit the same document at once? The second save creates a new version; both are preserved. Use Version History to reconcile changes.

Q: Can I recover a deleted document? Deleted files go to Trash and are held before permanent deletion. Restore from there.

Q: How do I hide a subfolder from a role that can see its parent? Open the subfolder → Manage Access → disable Inherit parent permissions → set explicit rules so the parent’s permissions no longer cascade.

Q: How does expiry monitoring know when a file expires? It reads the Expiry date you set in the document’s metadata. Files without an expiry date are simply excluded from the expiry panel.

OverviewApprovals