Introduction
What is the Storage Module?
The Storage module provides secure cloud storage capabilities for the CRM, allowing users to attach files to any entity (tickets, opportunities, individuals, organizations, tasks, notes, etc.). It provides a centralized file management system with security, organization, and integration.
The system is designed to serve as the single source of truth for all file storage within the CRM, ensuring that documents, attachments, and files are properly organized, secured, and accessible. Whether you're attaching documents to customer records, storing proposals for opportunities, or organizing project files, the Storage module provides the infrastructure needed for comprehensive file management.
Why It's Essential for Document Management
Effective file management is crucial for maintaining organized documentation. Without a centralized storage system, teams often struggle with files scattered across different locations, difficulty finding important documents, and security concerns about file access. The Storage module addresses these challenges by providing a secure, organized platform where all files are stored, linked to relevant entities, and protected by comprehensive security measures.
The module enables teams to centralize all file storage in one secure system, making it easy to find and access documents when needed. By linking files to CRM entities, the module ensures that documents are always associated with the right context, making it easy to understand what each file relates to and who should have access to it.
Key Capabilities:
- Centralize all files in one secure storage system
- Link files to any CRM entity for proper organization
- Ensure secure access through row-level security and signed URLs
- Manage storage quotas based on subscription plans
- Track all file activity with complete audit logging
- Discover files from related entities for comprehensive access
Key Benefits Overview
The Storage module delivers significant value through its comprehensive file management and security capabilities. Secure storage ensures that files are protected by row-level security policies, ensuring that only authorized users can access sensitive documents. Signed URLs provide temporary, secure access to files, maintaining security while enabling easy sharing.
The module's entity integration allows files to be linked to any CRM entity, ensuring that documents are always associated with the right context. This makes it easy to find files related to specific customers, opportunities, or tickets, improving organization and accessibility.
Primary Benefits:
- Secure storage with row-level security and signed URLs
- Entity integration to link files to any CRM entity
- Quota management based on subscription plans
- Complete audit trail for all file activity
- Simple upload and download for easy access
- Organization by entity for better file management
Who Should Use This Module?
The Storage module is essential for any team that needs to store and manage files. All teams benefit from the centralized storage and organization capabilities, which help ensure that important documents are properly stored and easily accessible. Support teams use the module to manage ticket attachments and documents, ensuring that all customer-related files are properly organized and accessible.
Sales teams store opportunity documents and proposals, maintaining a complete record of all sales-related materials. Account managers manage customer documents, ensuring that all important customer files are properly stored and accessible. Project managers organize project files, using the module to maintain project documentation and share files with team members.
Core Features
File Management
The Storage module provides comprehensive file management:
- Upload: Upload files to any entity
- Download: Download files via secure signed URLs
- Delete: Soft delete files (maintains data for compliance)
- List: View all attachments for an entity
- Related Files: Discover files from linked entities
- Search: Find files across entities
Security Features
Row-Level Security (RLS):
- Files protected by RLS policies
- Business-scoped access
- Entity-based permissions
- Secure file access
Signed URLs:
- Secure temporary download links
- URLs expire after 1 hour
- No direct file access
- Enhanced security
Module Access:
- Storage module required for access
- Plan-based entitlements
- Access control
- Permission management
Entity Linking
Files can be linked to:
- Tickets: Support ticket attachments
- Opportunities: Sales opportunity documents
- Individuals: Customer documents
- Organizations: Company files
- Tasks: Task-related files
- Notes: Note attachments
- All Entities: Universal file attachment
Quota Management
Plan-Based Limits:
- Free: Limited storage (1GB)
- Pro: Standard storage (15GB)
- Enterprise: Unlimited storage (100GB+)
Usage Tracking:
- Automatic usage calculation
- Quota validation before upload
- Usage monitoring
- Plan upgrade recommendations
Getting Started
Accessing Storage
Storage is accessed from entity detail pages:
- Tickets: Attachments tab
- Opportunities: Files tab
- Individuals: Documents tab
- Organizations: Files tab
- Tasks: Files tab
- Notes: Attachments tab
Uploading Your First File
Step 1: Navigate to Entity Detail
- Open ticket, opportunity, individual, or organization
- Navigate to attachments/files tab
- View existing files or upload new ones
Step 2: Click "Upload File"
- Click the upload button
- File picker will open
- Select file from your device
Step 3: Select File
- Choose file to upload
- File size limits apply (check your plan)
- Supported file types vary by entity
- Common types: PDF, Word, Excel, Images
Step 4: Add Description (Optional)
- Add file description
- Helps with organization
- Improves searchability
- Provides context
Step 5: Upload
- Click "Upload" to start upload
- File uploads to secure storage
- File appears in attachments list
- Available for download
Understanding File Management
File List:
- All files for the entity
- File names and sizes
- Upload dates
- Download buttons
- Delete options
File Details:
- File information
- Upload metadata
- Entity links
- Download access
- File management options
Core Functionality
File Upload Process
Upload Workflow:
- Select File: Choose file from device
- Validation: System validates file (size, type)
- Quota Check: Verifies storage quota availability
- Upload: File uploaded to secure storage
- Entity Linking: File linked to entity
- Metadata: File metadata stored
- Availability: File available for download
File Validation:
- File size limits (plan-based)
- File type restrictions
- Security scanning
- Quota checking
- Error handling
File Download Process
Secure Downloads:
- Request Download: Click download button
- Signed URL Generation: System generates signed URL
- Temporary Access: URL valid for 1 hour
- File Download: File downloads securely
- URL Expiration: URL expires automatically
Download Security:
- Signed URLs for security
- Time-limited access
- No direct file access
- Secure transmission
- Access logging
File Organization
Entity-Based Organization:
- Files organized by entity
- Easy file discovery
- Context-aware access
- Related file discovery
- Complete entity documentation
File Management:
- View all files for entity
- Search and filter files
- Delete files when needed
- Maintain file history
- Organize by type
Quota Management
Storage Quotas:
- Plan-based limits
- Automatic tracking
- Usage monitoring
- Quota validation
- Upgrade options
Usage Tracking:
- Real-time usage calculation
- Quota validation before upload
- Usage alerts
- Plan recommendations
- Storage optimization
Best Practices
File Upload Best Practices
Use Descriptive Names:
- Name files clearly
- Include relevant information
- Make files searchable
- Use consistent naming conventions
- Include dates if relevant
Add Descriptions:
- Describe file content
- Include relevant context
- Help with organization
- Improve searchability
- Provide file purpose
Optimize File Sizes:
- Compress large files when possible
- Use appropriate file formats
- Reduce file sizes for faster uploads
- Maintain quality
- Consider storage limits
Organization Best Practices
Link to Correct Entities:
- Always link files to relevant entities
- Provides context
- Enables discovery
- Maintains organization
- Improves accessibility
Use Appropriate File Types:
- Use supported file types
- Consider file size
- Optimize when possible
- Maintain quality
- Follow best practices
Organize by Entity:
- Keep files with relevant entities
- Maintain entity documentation
- Enable easy discovery
- Improve organization
- Complete entity history
Security Best Practices
Respect Access Controls:
- Understand file visibility
- Use private files appropriately
- Share files securely
- Maintain data privacy
- Follow security policies
Manage Storage Quota:
- Monitor storage usage
- Delete unnecessary files
- Archive old files
- Optimize storage usage
- Upgrade plan if needed
File Management Best Practices
Regular Cleanup:
- Review files regularly
- Delete outdated files
- Archive old files
- Maintain organization
- Optimize storage
File Naming:
- Use consistent naming
- Include relevant information
- Make files searchable
- Follow naming conventions
- Improve discoverability
Integration with Other Modules
Tickets Module Integration
The Storage module integrates with the Tickets Module:
- Ticket Attachments: Attach files to support tickets
- Documentation: Store ticket-related documents
- Screenshots: Upload screenshots and images
- Complete Documentation: Maintain ticket file history
Opportunities Module Integration
Connect storage to sales opportunities:
- Sales Documents: Store proposals, contracts, presentations
- Opportunity Files: Attach files to opportunities
- Document Management: Organize sales documents
- Complete Sales History: Maintain opportunity file library
Individuals Module Integration
Link files to customer contacts:
- Customer Documents: Store customer-related files
- Contact Files: Attach files to individuals
- Document History: Maintain customer document history
- Complete Customer View: All customer files in one place
Organizations Module Integration
Connect files to companies:
- Company Files: Store organization-related documents
- B2B Documentation: Manage company documents
- File Organization: Organize by company
- Complete Company History: All company files accessible
Tasks Module Integration
Link files to tasks:
- Task Attachments: Attach files to tasks
- Task Documentation: Store task-related files
- File Management: Organize task files
- Complete Task History: Maintain task file history
Notes Module Integration
Attach files to notes:
- Note Attachments: Attach files to notes
- Documentation: Store note-related documents
- File Linking: Link files to notes
- Complete Note History: Maintain note file history
All Modules Integration
The Storage module integrates with all CRM modules, providing universal file attachment capabilities across the entire system.
Use Cases
Use Case 1: Ticket Attachments
Scenario: Attaching files to support tickets
Steps:
- Open ticket detail
- Navigate to attachments tab
- Upload relevant files (screenshots, documents, logs)
- Add descriptions for context
- Files available for team access
- Customer can reference files
- Maintain complete ticket documentation
Benefits:
- Complete ticket documentation
- File organization
- Team access
- Customer reference
- Improved support quality
Use Case 2: Opportunity Documents
Scenario: Storing sales documents
Steps:
- Open opportunity detail
- Navigate to files tab
- Upload proposals, contracts, presentations
- Organize by document type
- Team members can access
- Maintain sales document library
- Complete sales documentation
Benefits:
- Sales document management
- Team collaboration
- Document organization
- Sales process support
- Complete sales history
Use Case 3: Customer Document Management
Scenario: Managing customer documents
Steps:
- Open individual or organization detail
- Navigate to documents/files tab
- Upload customer-related documents
- Organize by document type
- Maintain customer document library
- Easy document access
- Complete customer documentation
Benefits:
- Customer document management
- Easy access
- Document organization
- Complete customer view
- Relationship management
Use Case 4: Cross-Entity File Discovery
Scenario: Finding files from related entities
Steps:
- View entity detail page
- System shows files from linked entities
- Discover related files
- Access files from related entities
- Maintain complete file context
- Improve file discovery
Benefits:
- Enhanced file discovery
- Cross-entity access
- Complete file context
- Improved organization
- Better file management
Conclusion
The Storage module is a powerful tool for managing files, documents, and attachments across your CRM. By following best practices, maintaining organized files, and leveraging the module's security and integration capabilities, you can maintain organized file management and ensure secure access.
Key Takeaways:
- Secure Storage: Row-level security and signed URLs
- Entity Integration: Link files to any CRM entity
- Quota Management: Plan-based storage limits
- Organization: Files organized by entity
- Security: Comprehensive security features
- Integration: Seamless connection with all modules
Next Steps:
- Upload your first file to an entity
- Explore file organization features
- Understand security features
- Manage storage quota
- Integrate with other modules
- Train your team on file management best practices
Start by uploading a few files and exploring the various features. As you become more familiar with the module, you'll discover how it can streamline your file management and improve your document organization.
Frequently Asked Questions
What is the Storage module used for?
The Storage module is used for uploading, storing, and managing files, documents, and attachments across your CRM. It provides secure cloud storage with entity linking and quota management.
How do I upload a file?
Navigate to an entity's detail page (ticket, opportunity, individual, organization), go to the attachments/files tab, click "Upload File", select your file, add a description if needed, and click "Upload".
What file types are supported?
Supported file types vary by entity and plan. Common types include documents (PDF, Word, Excel), images (JPG, PNG), and archives. Check file size limits based on your plan.
How secure are uploaded files?
Files are stored securely with:
- Row-level security (RLS)
- Signed URLs for downloads (expire after 1 hour)
- Business-scoped access
- Comprehensive audit logging
- No direct file access
Can I link files to multiple entities?
Files are typically linked to a single entity, but you can discover related files from linked entities (e.g., files from an organization when viewing an individual).
How do I manage storage quota?
Monitor storage usage in your account settings. Delete unnecessary files, archive old files, and upgrade your plan if needed to increase storage limits.
Can I download files?
Yes! Click the download button on any file. The system generates a secure signed URL that expires after 1 hour for secure file access.
What happens when I delete a file?
Files are soft-deleted, meaning they're marked as deleted but retained for compliance purposes. Deleted files are removed from active lists but can be recovered if needed.
How do files integrate with other modules?
Files can be attached to any entity in the CRM (tickets, opportunities, individuals, organizations, tasks, notes). This provides context and enables comprehensive file management.
Can I search for files?
Yes! You can search for files by name or filter by entity type. The system helps you find files quickly across your CRM.
What are the storage limits?
Storage limits vary by plan:
- Free: 1GB
- Pro: 15GB
- Enterprise: 100GB+
Check your plan details for specific limits.
How do I organize files?
Files are automatically organized by entity. You can add descriptions, use consistent naming, and organize by document type to improve file management.