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Document Management

This guide explains how to turn on document storage for a branch, work with client documents, and control who can access them.

Document storage gives each branch a secure place to keep client documents, such as receipts, contracts, signed forms, and statements, alongside the client they belong to. Every file is virus-scanned, access is controlled by permissions, and each branch includes 1 GB of storage free.

Turning On Document Storage​

Document storage is off by default and is turned on separately for each branch. Once it is on, it stays on for that branch.

  1. Open any client's page in the branch
  2. Go to the Document Management section, which shows "Turn on document storage for this branch" and "Free — 1 GB included"
  3. Select Enable for free

Storage turns on straight away for every client in the branch, and the document browser appears.

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Only an Owner can turn on document storage. If you are not an Owner, ask an Owner of the branch to turn it on.

The Storage column on the Parent Dashboard shows which branches have document storage turned on.

Working With Documents​

Once storage is on, every client in the branch has their own Document Management section on their client page. It shows how many folders and files the client has, and how much of the branch's storage is used.

Each document is listed with its name, who uploaded it, its category, size, security status, and when it was last changed. To work with a document, select the three dots at the end of its row. From there you can Preview, Download, Rename, Move, or Delete it.

Uploading Files​

  1. Open the client's page and go to Document Management
  2. Select Upload, or drag files onto the document area
  3. Select one or more files from your computer

A progress panel shows each upload. Each file is virus-scanned automatically, and the panel shows "virus scan in progress" until the scan finishes. Once the file passes, its Security status shows Safe. To clear finished uploads from the panel, select Clear done.

Organising With Folders​

Folders let you group a client's documents, for example by type or year.

  1. Select New folder, or Create a folder if the client has no documents yet
  2. Enter a Name, such as Tax Returns
  3. Select Create folder

You can rename or move folders later. To move a document, select the three dots on its row, then select Move.

Categorising Documents​

You can give each document a category, such as Tax return, Financial statement, Incorporation, Engagement letter, ID document, Invoice, Receipt, or Contract.

  1. Select Categorize on the document's row
  2. Select a category from the list

The category then shows in the Category column.

Previewing and Downloading​

Select the three dots on a document's row, then select:

  • Preview — Opens the file in your browser. Available for PDFs and images only.
  • Download — Saves the file to your computer.

Atlas checks the virus scan again before showing or downloading a file. A file that fails the scan can't be previewed or downloaded, even if it appears in the list.

Searching​

Select the search icon to find a client's documents by name. Search covers every folder for the client you are viewing, one client at a time.

Deleting​

To delete a document, select the three dots on its row, then select Delete. Deleted documents are hidden straight away, but they are kept in storage for 30 days before being permanently removed. Deleting a folder also deletes the documents inside it.

Deleted documents can't be restored from Atlas. To restore one, contact support.

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Deleted documents still count towards your storage until they are permanently removed after 30 days. Deleting files does not free up space straight away.

Permissions​

Document storage has three permissions. Each one is separate, so a team member needs every permission for the actions they carry out.

PermissionWhat it allows
View DocumentsSee the document list and folders for any client in the branch, see file details, and preview and download files. Without this permission, the Document Management section doesn't appear.
Upload DocumentsUpload documents, create folders, and rename and move documents and folders. Team members can also view documents they uploaded or moved.
Delete DocumentsDelete documents and folders

These combinations suit common roles:

Team memberPermissions
Someone who only reviews documentsView Documents
Bookkeeper who handles documents day to dayView Documents and Upload Documents
Senior staff who need full controlView Documents, Upload Documents, and Delete Documents

You'll find these permissions in the Documents category of the team permissions:

  • For a new team member — When you invite them to a single branch, expand Extra permissions and select the permissions under Documents
  • For an existing team member — Follow the steps below
  1. Go to Team Management > Team Members
  2. Select the team member
  3. In Branch Access, select the three dots next to the branch, then select Permissions
  4. Turn on the permissions you need under Documents

Document permissions apply to every client in that branch.

See Roles and Permissions for the full list.

Storage Allowance​

Each branch includes 1 GB of storage, shared across every client in the branch. Current usage appears in every client's Document Management section, for example "0 B of 1.0 GB used · branch-wide".

  • At 50% used — An Add storage link appears next to the usage
  • At 85% used — The usage turns amber, and the link reads Approaching limit — add storage
  • At 100% used — Uploads are blocked until you delete files or turn on paid storage

See Storage Billing to upload beyond 1 GB.

Common Issues​

The Document Management section is missing from a client's page

Either document storage hasn't been turned on for the branch yet, or you don't have the View Documents permission. Ask an Owner to turn on storage or grant you the permission.

A document shows a "Quarantined" status

The virus scan found a threat in the file, so it can't be previewed or downloaded. Quarantined files don't count towards your storage. If you think the file is safe, contact support with the document name and the threat identifier shown next to the status.

My upload fails with "Storage full"

The branch has used its 1 GB allowance. You can delete documents you no longer need, but the space is only freed after 30 days. To upload straight away, turn on paid storage. See Storage Billing.

Files from a deleted folder still appear in search

Documents in a deleted folder are kept for 30 days before being permanently removed. Until then, they can still appear in search results.