Skip to main content
Softbooq Files brings your company’s documents together: the files kept with your Softbooq records, and the cloud drives you already use, such as SharePoint, Google Drive and Dropbox. One search finds a file wherever it is, and Jacinta can answer questions about the documents you give her. Open it from the app switcher, with the same sign-in as the rest of Softbooq.

​
Your company files

Under Files in the sidebar are your company’s own folders, stored by Softbooq.
  • Files kept with your records, such as invoices, contracts and employee documents, are managed from the module they belong to. In Files you can open and read them; the folder shows This folder is managed by the ERP. Open the ERP to manage these files. with a button to Open ERP.
  • AI Knowledge is the folder for documents Jacinta should know about. Employees, Managers and Admins can upload, rename and delete files there.

​
Who can see a folder

Managers and Admins can right-click a company folder and choose Manage access. A folder is open to Everyone with file access, or Restricted to chosen Departments, Roles or Specific people. Managers and Admins always have access. Right-click also offers Version history and Properties.

​
Connect your cloud drives

Add SharePoint, Google Drive, OneDrive (a personal or a work account), Dropbox, Box or a Local Folder. With Add for whole organisation, a drive is added for everyone, either with each member signing in with their own account, or with one shared company account. Where a drive reports its size, Files shows how much of it is used. Search everything (Ctrl+K) searches your files across all your drives at once.

​
Jacinta and your documents

Choose Add to AI Knowledge on a file, or Add folder to AI Knowledge on a folder, and Jacinta can use it when she answers. Knowledge bases are organised in the ERP under Settings → Softbooq AI, where each one is a folder inside AI Knowledge.

​
Keeping and deleting files

In Files’ settings, under Retention:
  • Statutory retention: financial documents such as invoices, vendor bills, receipts and payslips cannot be permanently deleted before the legal period ends.
  • Recycle Bin: deleted files are kept in Trash for 30 days, then removed for good.
  • Legal holds: the files under a hold. Only Admins can Lift hold.
An Admin can put a single file on hold under Properties with Legal hold: it can then never be permanently deleted or removed automatically. To put the whole workspace on hold, use the Legal hold card in the ERP’s Settings → Legal & Compliance.

​
Settings

Files’ settings have four tabs: Connected Drives, Preferences, Retention and Enterprise Auth.

​
See also

Jacinta

Softbooq AI’s assistant.

Settings

Where your workspace is configured.

Softbooq overview

The modules and apps.