Managing Documents

This guide covers the day-to-day workflows for working with documents on the central Documents page.

Uploading Files

From the Upload Dialog

1. Click Upload Documents in the toolbar
2. Click the drop zone to browse your device, or drag files directly onto it
3. Once files are selected, choose how to handle them:
   • Create New Folder bundles all selected files into a new folder. You provide the folder name, description, category, and access roles.
   • Upload Individually lets you name and categorize each file separately.
4. Fill in the required name for each document or folder
5. Optionally add a description, pick a category, and choose which roles can access the document
6. Click Upload

When you are staging multiple files, you can add more before uploading by clicking Add More Files.

Drag and Drop

You can also drag files from your desktop straight onto the Documents page itself. The files will be staged in the upload dialog where you can name and categorize them before confirming.

Supported File Types

PawPlacer accepts a wide range of upload types:

• Images: JPEG, PNG, GIF, WebP, SVG, BMP, HEIC, HEIF
• Documents: PDF, Word (.doc, .docx), RTF, plain text (.txt)
• Spreadsheets: Excel (.xls, .xlsx), CSV
• Presentations: PowerPoint (.ppt, .pptx)
• Apple iWork: Pages, Numbers, Keynote
• Archives: ZIP
• Data: JSON

Working with Folders

Folders help you keep documents organized. They display as colored cards above the document table.

Creating Folders

1. Click New Folder in the toolbar
2. Enter a name (required) and optional description
3. Pick a color from the palette: Gray, Red, Yellow, Green, Blue, Purple, or Pink
4. Optionally restrict access to specific team roles
5. Click Create Folder

If you are already inside a folder when you click New Folder, the new folder will be created as a subfolder of the current one.

Navigating Folder Hierarchy

• Click a folder card to browse into it
• Use the breadcrumb trail below the toolbar to jump back to any parent folder
• Select "All Documents" in the breadcrumb to return to the top level
• Use the folder dropdown filter to jump directly to any folder from anywhere

Editing Folders

Click the pencil icon on a folder card to open the edit dialog. You can change the folder's name, description, color, and role access. Folder names must be unique within the same parent.

Searching and Filtering

Search

Type a query into the search bar and press Enter to filter documents by name.

Category Filter

Use the Category dropdown to show only documents in a specific category: General, Training Materials, Forms, Policies, Guides, Templates, or Other.

Sidebar Views

Use the sidebar to switch between All Documents (everything, organized by folder), Favorites (starred documents), and Entity Documents (files attached to records such as pets, adopters, fosters, volunteers, and tasks).

Sorting

Click any column header to sort by that column. You can sort by name, folder or entity name, category, or upload date.

Previewing Documents

Click any document row to open the preview dialog. The preview supports a wide range of formats:

• Images: JPEG, PNG, GIF, WebP, SVG, BMP, HEIC, HEIF
• PDFs: Rendered inline
• Text files: TXT, Markdown, CSV, JSON, XML, HTML
• Office documents: Word (.docx), Excel (.xls, .xlsx)
• Video: MP4, AVI, MOV, WMV, FLV, WebM
• Audio: MP3, WAV, OGG, FLAC, AAC, M4A, WMA

From the preview you can download the file, open the edit dialog, or delete the document.

Editing Document Metadata

To change a document's details after uploading:

1. Click the document row to open the preview
2. Click Edit in the preview toolbar
3. Update the name, category, description, or access settings
4. Click Save

You cannot replace the file itself; upload a new version and remove the old one if needed.

Favorites

Click the star icon on any document row to mark it as a favorite. Starred documents appear with a filled gold star. Open Favorites in the sidebar to view only starred items. Favorites are shared across your account, so changing a star affects the whole team.

Access Control

When uploading a document or creating a folder, the "Who Can Access" section lets you restrict visibility to specific team roles. If you leave all roles unchecked, every staff member with access to that document surface can see the document or folder.

Access is checked in real time: team members whose primary role or custom roles do not match will not see restricted documents or folders on the Documents page.

Downloading Documents

Click the download icon on any document row, or open the preview and click Download. The file is saved to your device.

Deleting Documents

1. Open the document preview
2. Click Delete
3. Confirm when prompted

Deletion removes the document from the list immediately. The document record is soft-deleted and PawPlacer attempts to remove the stored file.