Files and documents

Files holds two kinds of thing, side by side in the same folders:

• Documents - pages written in ITFlow: runbooks, procedures, how-tos, onboarding checklists. They're searchable, have versions, can be shared and shown in the client portal.
• Uploads - files you upload: PDFs, diagrams, photos, spreadsheets, signed contracts.

Find your way around

• Folders are down the left, with how many items each holds. The buttons above them expand or collapse the tree and add a folder.
• The tabs show All, Documents or Uploads. A Review due tab appears when documents are due a review.
• Search all folders searches every folder at once - names and the text of documents - and shows where each result lives.
• The list and grid buttons switch views. The grid shows real previews: image thumbnails, the first page of a PDF, the start of a document. Click one to open the previewer, and use the arrow keys to move between files.
• Markers show which items are shared by link and which are visible in the client portal.

To upload, drag files from your computer onto the list - they go into the folder you're in - or click Upload.

Tick items and use Bulk Action to move, tag, archive, restore or delete them together.

Upload files

1. Open the folder to put them in and click Upload.
2. Drop files onto the box, or click it to choose them. The window lists them and checks their size before anything is sent, and tells you about any it skipped.
3. Pick the Folder and add a description if you like.
4. Click Upload.

Click a file to open its quick look: a preview, its folder, who uploaded it and when, whether it's shared, and what it's linked to.

Write a document

1. In Files, use the arrow beside Upload and pick New document.
2. Give it a Name and a summary, pick its folder, and write it in the editor. Tables, images and formatting all work.
3. Click Create.

With AI set up, Draft it with AI writes a first draft from what you say it's for, using what ITFlow knows about the client. See Using AI.

Start from a template

Your admin can keep document templates - a network overview, a backup runbook, a new starter checklist - that fill themselves in from the client. Use Document from template in the same menu:

1. Pick the Template.
2. ITFlow shows what it fills in from the client - their name, sites, contacts, and tables of their networks, servers, domains, licenses and the rest, as they are now - and the Site to use.
3. Answer what it asks for, such as the internet provider or the firewall model. Leave one blank to fill in later.
4. Change the Name or Summary if you like, pick the folder, and click Create.

When a template is required for the client - every managed client should have a network overview, say - Files lists the documents it should have across the top, each a click from making it. See Document templates.

The document's page

Along the top: Edit, Share, PDF and print, and the ⋮ menu with Rename, Move, Link, Show in client portal (or Hide from client portal), Archive and Delete.

• Linked lists the assets, contacts, locations, licenses, vendors, services and files the document is about. Use Link to add more. A document linked to an asset shows on the asset's page, and so on.
• Versions keeps every earlier version. View one, restore it (the current one is kept as a version too), or delete it.
• Show in client portal lets the client's technical contacts read it in the portal - for how-tos written for them.

Reviews

A document made from a template can be due a review - every 6 months, say. Its page then says Review due, or when the next review is and who last reviewed it, with Mark reviewed. Editing a document counts as reviewing it. The client's overview counts documents due a review.

Share a document or file

Share sends a document or a file to someone outside ITFlow as a link that ends after a set time. Documents can be printed from the link, and files downloaded. See Shared links.