Documents
Documents — Simple guide for shop owners
This explains every feature in the Documents area in the simplest possible terms — what it shows, why it matters to your shop, and one clear action you can take right now.
Quick note
Only claimed listings (shops you’ve verified/claimed) can manage documents for a location. If you haven’t claimed your shop, claim it first to use these features.
At-a-glance: How to read the Documents page
Top-left: Shop name & logo — confirms you’re working on the right place.
Buttons: Upload Document (add new file) and Back to Dashboard.
Filters bar: Title, Category, Time Range — narrow the list instantly.
Main list: Rows of documents with title, category, type, size, tags and actions (View / Edit / Download / Delete).
Actions column: Quick operations for each file.
Pagination: Navigate older documents without clutter.
Alerts area: Shows success, warnings or errors after actions (upload, edit, delete).
Feature-by-feature (very simple)
1. Document List
What it is: A sortable list of all files uploaded for this shop (invoices, licenses, receipts, contracts, etc.). Why it matters: One place for all essential shop paperwork — easy to find when you need it. Do this now: Use the Title or Category filters and click View.
2. Upload Document (Create)
What it is: Form to add a file and give it a title, category, tags and notes. Why it matters: Prevents lost papers and speeds tasks like renewals and audits. Do this now: Upload last month’s invoices or your business license.
3. Categories
What it is: Predefined buckets (Invoices, Receipts, Purchase Orders, Licenses, Contracts, Current Charge, Other). Why it matters: Consistent organization makes it faster to find the right document. Do this now: Pick the most appropriate category when uploading.
4. Tags & Notes
What it is: Short labels and a small description you can add to any document.
Why it matters: Tags let you find specific items (e.g., gst, rent, fssai) without browsing. Notes store quick context (renewal date, contact).
Do this now: Add a renewal tag to licenses that need updating within 90 days.
5. Preview / View
What it is: Open a document in your browser to check contents. Why it matters: Confirm a file without downloading or printing. Do this now: View the latest invoice before sharing it with your accountant.
6. Download
What it is: Save a local copy of the document. Why it matters: Handy for sharing with suppliers, accountants, or regulators. Do this now: Download last month’s invoice pack and email it to your accountant.
7. Edit / Replace File
What it is: Change title, category, tags, notes, visibility or replace the uploaded file. Why it matters: Keeps records current if something changes (e.g., corrected invoice). Do this now: Replace any damaged/incorrect file and add a short note explaining the update.
8. Delete
What it is: Remove a document you no longer need (with confirmation). Why it matters: Keeps your document area tidy and prevents confusion with outdated files. Do this now: Remove duplicate or test uploads to reduce clutter.
9. Time Range Filters
What it is: Quick filters like Today, Last 7/30/90 days or Last 1 Year. Why it matters: Focus on documents relevant to a period (e.g., tax season). Do this now: Select Last 1 Year and export invoices for tax filing.
10. Alerts & Errors
What it is: Immediate messages for success, validation issues, or missing files. Why it matters: Tells you if an upload failed, or if a document referenced in the system is missing. Do this now: If you see “file missing,” re-upload the document and add a short note explaining why.
What Documents collects (plain terms)
File itself (PDF/image/document).
Title and category for quick recognition.
Tags and notes for searching and context.
File size and type so you can spot large or unexpected files. All files are grouped under the shop so staff don’t mix locations.
Why this helps your business (short)
Saves time: no more searching cupboards or phone photos.
Reduces risk: important permits and licenses are stored in one place.
Faster compliance: invoices and receipts are at hand for accountants.
Better collaboration: staff and accountants can download documents without asking you to dig them up.
Simple actions that give big results (one-minute wins)
Upload your latest business license now.
Tag utility receipts with
utilityand the month.Replace blurry scans with clear PDFs.
Mark contract renewal dates in notes.
10-minute checklist (do this once a week)
Upload up to 3 recent receipts or supplier invoices.
Replace any blurry or incomplete files.
Add or normalize tags for new documents (e.g.,
gst,rent).Check “Licenses” and “Contracts” for upcoming renewals; add notes.
Export or download invoices needed for your accountant.
Quick FAQ (very short)
Q: Who can upload or delete documents? A: Only verified shop owners / authorized staff for this location. If you can’t access, request owner access.
Q: My file didn’t upload — what now? A: Check the alerts and try again. If it still fails, rename the file and retry or ask support.
Q: I see “Invalid Document” for some entries. A: That means the record is missing a valid document identifier. Use Edit to re-upload or delete the entry.
Q: Can customers see these documents? A: Most files are internal; if you want a document visible on your public shop page there’s an explicit toggle for that.
Q: I deleted a file by mistake — can I recover it? A: If you notice immediately, check with your admin/support — recovery depends on your backup/retention rules.
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