Document Management

This guide explains how to use the Document Management feature to view users, manage folders, upload documents, and interact with stored files.

Overview

The Document Management module allows administrators to:

• View all users in the system
• Browse documents per user
• Organize documents into folders
• Upload new documents for a specific user
• View, download, copy, and delete documents

The interface is split into two main areas:

• Sidebar (left): Users and statistics
• Main content (right): Documents, folders, and actions

Sidebar

Statistics Panel

At the top of the sidebar, you will see system-wide statistics:

• Total Users – Number of users in the system
• Total Documents – Total uploaded documents
• Storage Used – Combined size of all documents

These values update automatically as documents are added or removed.

User List

Below the statistics is a list of users.

For each user you can see:

• User initials avatar
• Full name
• Number of documents belonging to that user

Selecting a User

Click on a user in the list to:

• Set them as the active user
• Enable document uploads for that user
• View their documents in the main panel

Main Content Area

Header Actions

At the top of the main panel you will find:

Search

Use the search input to filter users or documents by name.

This is useful when managing large numbers of users or files.

Uploading Documents

Documents are always uploaded for a specific user.

Steps

1. Click the ellipsis (⋮) menu next to a user
2. Select Upload document
3. Choose a file from your device
4. Click Upload

Once uploaded:

• The document appears under the selected user
• Folder structure is detected automatically from the file path

Upload is disabled until a file has been selected.

Creating Folders

Folders help organize documents under each user.

Steps

1. Click the ellipsis (⋮) menu next to a user
2. Select Create Folder
3. Enter a folder name
4. Click Create Folder

The folder will appear under the selected user in the document tree.

Document Table & Folder View

Documents are displayed using a collapsible structure:

User
 └── Folder
      └── Document

User Rows

Each user row shows:

• Name and role
• Email address
• Number of documents
• Total storage used
• Last upload time

Actions for each user are accessed via the ellipsis menu.

Folder Rows

Folders display:

• Folder name
• Number of files inside

Folders are automatically derived from document paths.

Document Rows

Each document row shows:

• File preview or icon
• File name
• File type (MIME)
• File size
• Upload date

Click a document row to open the Asset Detail Modal.

Asset Detail Modal

When a document is clicked, a detailed view opens.

Preview Panel

• Image preview (if applicable)
• Placeholder icon for non-image files

Actions

• Copy URL – Copies the document URL to clipboard
• Download – Downloads the file to your device

File Information

Displayed metadata includes:

• File name
• File size
• Image dimensions (if available)
• File format
• Upload date
• Last modified date

Deleting a Document

Click Delete Asset to remove the document.

A confirmation toast is shown before deletion.

Empty State

If no documents exist, an empty state is displayed with:

• Upload icon
• Guidance text to upload the first document

Storage Rules

• Each user has a maximum storage limit (e.g. 50MB)
• Uploads are blocked if the limit would be exceeded

Storage usage is calculated automatically based on document sizes.

Key Notes

• Documents are always associated with a user
• Folder structure is inferred from file paths
• All actions provide visual feedback via toast notifications

Best Practices

• Create folders before uploading large batches of documents
• Use clear folder names (e.g. contracts, invoices, ids)
• Regularly review storage usage per user

Troubleshooting

Upload button not visible

• Ensure a user is selected
• Ensure a file has been chosen

Folder not appearing

• Refresh the page
• Ensure the folder name is not empty