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Files, imports, exports and document templates

The office receives a supplier quote, prepares a customer import and updates the school’s invoice template. Those are three different workflows: storing a file does not import its rows, and changing a template does not authorize changing an issued invoice.

On this pageUpload and organize filesCreate a folder for related evidenceCheck an uploaded file before using itReview an importRetrieve an exportPrepare print templatesAdd document-specific custom fieldsWhen a file or output is unavailable

Upload and organize files

Files remain subject to access controls. A copied internal file reference is not a public sharing link. Keep private school records out of screenshots intended for a public guide.

  1. Open Documents → Files and review the intended location.
  2. Use the upload control and wait for processing to finish.
  3. Open file details or preview to confirm the filename, type and intended contents.
  4. Use the available folder, rename or move actions to organize files without creating unnecessary duplicates.
Files filtered to fictional demo evidence; upload, organization and availability are separate controls.1 Find files without exposing unrelated records2 Upload evidence into the current workspace3 Organize related evidence

Create a folder for related evidence

  1. Choose New folder in Documents → Files.
  2. Enter a meaningful Folder name, such as School trip evidence, and an optional description explaining what belongs there.
  3. Choose a Color tag if useful, then Create folder. Use a file’s Move to folder action to place existing evidence in the intended location.
A School trip evidence folder prepared with a meaningful name and purpose before creation.1 Organize evidence by a meaningful purpose2 Describe what belongs in the folder

Check an uploaded file before using it

  1. Search for the file and open its row menu → View details.
  2. Confirm the name, file type, size, location and availability. The demonstration opens demo-school-field-trip-receipt.txt.
  3. Use Preview to inspect supported content and Download to retrieve the available file. Configured file checks describe technical availability; they do not approve the business evidence.
A fictional receipt file’s details show configured technical checks, location, preview and download actions.1 Verify file identity and checks2 Inspect evidence before using it3 Retrieve the checked file

Review an import

Open Documents → Imports to inspect available import jobs. Start domain-specific imports from the relevant module and follow their mapping, validation and review controls.

Check row errors and the completed job result before assuming records were created. An uploaded CSV is not itself a successful import, and another upload is not the first response to an interrupted job.

Accounting imports and opening balances

Retrieve an export

  1. Request an export from the source view using the intended filters.
  2. Open Documents → Exports and inspect the resulting job status.
  3. Download only after completion and confirm its scope and reporting period.
  4. Share exported school information only with intended authorized recipients.

Prepare print templates

Open Documents → Print templates to review the available document templates. Work from the appropriate document type and use the design controls and preview before making it the intended template.

Review organization identity, currency, totals and printable layout with representative records. Invoice original amounts and historical source information must remain understandable after settlement; a paid marker is separate from the original charge.

Personal-template creation starts from the selected document type’s default design.1 Personal template name2 Create a working copy of the default design

Add document-specific custom fields

  1. Open Documents → Custom fields and select the intended supported document context.
  2. Define a clear label, field type and configuration using the available form.
  3. Review whether the field is required and how it will be used before saving.
  4. Check a relevant draft record and print preview. Do not use a custom field to replace a governed accounting amount, status or source reference.

When a file or output is unavailable

  • Check workspace access and source-record permissions.
  • Inspect the upload or job status and its actual error.
  • Confirm the correct template and document type.
  • After a connection interruption, refresh the source list before starting another import or export.