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Managing and sharing documents
Managing and sharing documents
Felix Rusby avatar
Written by Felix Rusby
Updated over a week ago

Payaca allows you to upload and store important documents within projects.

This allows you to see all the information you need to manage a piece of work with a customer, all in one place.

Some examples of how you might use this feature include:

  • Uploading before and after photos.

  • Adding your receipts or checklists from site surveys.

You can also attach documents to proposals.

Documents attached to proposals will be sent to the customer with the proposal. These are often used to send relevant images that relate to the proposal or quote.

You can also send documents independently without attaching them to proposals or invoices by using the file-sharing function from within a project.

How to store documents within a Project

From the Projects page, open the Project you want to attach a document to or, if you want to attach files to a new project, create a new project first.

In the open project, select the "Files" tab.

You will now be on the file management tab.

From this tab, you can see any files you have saved against that project, including images and other file types as well as forms and certificates.

You can also see if a file has been shared with the customer.

Adding files

To add a file, click "Add files".

This will open the file upload pop-up. To add a file, either click "Browse" to choose a file in your file explorer or drag and drop a file directly onto the pop-up screen.

Your new file will be displayed on your file table.

Creating a form or certificate

To create a form or certificate, click on the "Choose from template" button.

You can then choose from the available form templates and fill out or send your form as usual.

When you return to the file management tab your form will be displayed on the table.

Using filters

If you want to filter how you view your files, you can use the filter button on the file table. This allows you to choose to limit your search to images, PDFs, forms, videos or other.

How to share files with your customers

With your files saved within your project, you can now share them with your customers.

To do this, select the files you want to share by using the tick boxes next to each file.

Click "Share".

A pop-up will open asking you to confirm that you want to share the file(s). Depending on whether you have a core or growth subscription, you will see a slightly different message.

At this point, you can use the email preview to edit the email text that your file will be sent with. When you are happy with your message, click "Share".

Depending on whether you are on a core or growth plan will determine how your customers access the files you send.

If you are on a core plan, the customer will be sent an email with your files attached. It will look something like the example below:

If you are on a growth plan, the customer will be emailed a link to their own client portal which they can use to access saved files.

They will see a view of their portal. This will contain information about the state of proposals and invoices, outstanding payments and any shared files.

Sharing with multiple contacts

When sharing files with a customer who has multiple contacts against their account, you can choose to send files to multiple contacts at once.

Select the files you want to share and click "Share" as explained above.

You will see a list of your contacts at the top of your pop-up.

Use the tick boxes to select the contacts you wish to send to.

Click "Share".

Renaming, unsharing and deleting files

If you want to rename or delete a file, you can do this by clicking on the three dots next to the file in question.

You will have the option to "Rename", "Share" or "Delete" the file. If you are on the growth plan and have already shared the file you will also be able to unshare.

Click on the option that you want to achieve.

Unsharing a file will remove the file from the client portal meaning the customer will be unable to see it. Deleting the file will remove it for both of you.

If you decide to rename the file, a pop-up will open allowing you to choose a new name. When you're happy click "Save".

How to attach files to a proposal or invoice

From the projects page, either create a new project or open a project with an unsent proposal.

Go to the Proposals tab

Click "Create proposal" or if you have a draft proposal already created, click on the draft to open it.

At the bottom of the page, there is a section called "Attachments". Click on the "+" icon and select the file you want to attach or drag and drop files straight into the uploader.

Payaca add attachment to quote

Your files will now be attached to the quote and will be sent with the quote when you send it off.

The process is exactly the same for attaching files to an invoice. Just attach the files when you create the invoice.

Uploading Files to EVERY Quote and Invoice

There may be certain documents you would like to send with every quote and invoice, for example, a company brochure.

To get started head over to the company settings section:

To access this from your Dashboard, select your company name in the top right corner, and select "My company"

payaca view company settings

In the company settings, select "Branding"

Payaca edit company branding

Upload your document here:

Payaca add documents to quotes and invoices

Attaching files to events

As well as adding files to projects, you can also attach files to events.

From an existing event, scroll to the bottom of the event where you will see the "Attachments" section.

You will see the option "Add new files" or "Link Project files".

Adding new files allows you to upload and attach new files to the event from your device.

Linking project files will take any files saved against the project that event is attached to, and populate those files straight onto the event.

Manually adding files to an event

To add original files click "Add new files".

Use the file uploader to add the files you want.

Your files will now appear on the event.

Adding files to an event from a project

To add files from a project, your event must be paired with a project. If there is no associated project there will be no files to draw from.

The project will also already need to have files saved against it.

Click "Link Project files".

You will see a pop-up displaying available files to link.

Use the tick boxes to select the files files you want to attach and click "Link uploads".

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