Documents
Where a company should keep its contracts and regulations
Help
Contracts, internal regulations, forms and manuals get one home. Sort them into folders and subfolders as deep as you need, and collapse the tree with a single button.
Every edit creates a new version and the older ones stay. Each document shows who uploaded which version and when, and the file behind any of them is still downloadable.
Five levels, from reading up to creating subfolders and links out of the company. Rights go to users or straight to groups, and to several folders at once.
Generate a public link with an expiry date and a download limit. You decide whether it points at one fixed version or always at the newest one.
What you can use the documents module for
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Searching inside the files themselves
The filter goes through names, descriptions, tags and the content of attachments. A switch widens the search from one folder to the entire repository.
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Custom fields on every folder
Up to four columns of your own — date, number, text, a picklist, a company from CRM or a job order.
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Bulk upload and bulk download
Drag in up to forty files and each becomes its own document. Ticked records are then downloaded in one go.
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A lock on the document you are working on
Flag yourself as working on it and others cannot edit meanwhile. No more versions overwritten by two people at once.
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An announcement about a new document
After saving, have a news item created straight away so the whole company hears about it.
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Adding documents through the REST API
An external system inserts the document itself and optionally creates a public link for it at the same time.
Corporate Document Sharing Module allows you to centrally store and easily share all key business data – from contracts through internal regulations to standards and guides. With its intuitive interface, you can quickly find the needed file, add it to the appropriate category, and immediately set access permissions.
Key features and benefits:
- Document type categorization – keep files organized for efficient searching.
- Granular permission settings – specify who can read, edit or manage documents in each folder, reducing the risk of unauthorized access.
- Change history tracking – every modification is logged, so you can easily restore a previous version or see who changed what.
- Simple sharing with external partners – provide collaborators access to needed documents via secure links without installing additional tools.
- Integration with other eIntranet.net modules – connectivity with CRM, HR, or inventory ensures consistent data across the organization.
Try the Corporate Document Sharing Module and simplify managing key information in your company. Call now to discover how quickly you can boost your team’s productivity.
Frequently asked questions
Yes. When adding a new document you also define keywords (tags) by which the document can later be found.
The filter has a separate field for them and searches across folders, so a tag connects documents that belong together even when each of them sits somewhere else in the tree.
Yes. The module settings allow a multi-level structure for filing documents. Access rights can be assigned to users on individual folders and subfolders according to that structure, and the number of folders or subfolders is not limited.
Above the tree there are Collapse all and Expand all buttons. A folder with no subfolders can later be moved elsewhere in the tree.
Yes. The settings of the documents module allow the option of creating a news item to be offered automatically whenever a new document is added.
The option then appears in the dialog for adding a document as a tick box. Once saved, a record is created in the News module, so the whole company hears about the document.
Yes. The following files can be edited directly in the module (the user must have Microsoft Office installed):
- Word (.doc, .docx, .odt, .rtf)
- Excel (.xls, .xlsx, .csv, .ods)
- PowerPoint (.ppt, .pptx)
The file opens in the corresponding Office application through WebDAV and is saved back into eIntranet.
Yes. Within the documents module you can also search inside the uploaded files, using the Filter section. The function covers more than sixty file types (such as .doc, .docx, .xls, .xlsx, .ppt, .pptx, .pdf, .txt, .csv), including PDF and OCR over scanned documents.
Full text works over an index, so files uploaded before indexing was enabled need not be in it. Reindexing is started by the administrator.
Yes, it is possible. To generate a link, it is necessary to have the relevant access rights assigned in the module settings. Subsequently, a link (link icon) is created directly in the document module, which can be sent as needed.
In that case your browser is probably blocking multiple downloads. The Download selected function opens the attachments of all ticked documents one after another, which the browser may treat as unwanted.
In Chrome you allow multiple files in the site settings under Automatic downloads.
Yes, the module can store individual versions of documents. Every edit creates a new version and the older ones remain, together with their files ready for download.
The history is sorted newest first and each version shows who uploaded it and when. If the folder has the option for a new version only when the file changes, altering just the description will not raise the version number.
A single file may be up to 100 MB. One document can take up to 60 attachments at once; with bulk addition, where each file becomes a separate document, the limit is 40 files per upload.
You can upload repeatedly. Bear in mind that every version of a document keeps its own attachment, so versioning consumes the disk space of your plan.
Yes, that is possible. To generate a link you need the relevant access rights assigned in the module settings. A link (the link icon) is then created directly in the documents module and can be sent out as needed.
For the link you set an expiry date, the permitted number of views or downloads, and whether it should point at one fixed version or always at the newest one.
You decide when you create it. The default validity is 14 days, but the date can be changed. Separately you set the permitted number of views or downloads — zero meaning unlimited — and whether the link should always point at one fixed version or always at the newest one.
Careful: for security reasons the link is shown only once, at creation. Save it before you close the dialog, because the system will not display it again.
Registration is non-binding and includes a free 14-day trial of the application.