> ## Documentation Index > Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt > Use this file to discover all available pages before exploring further. # Document Manager > Document Manager is the searchable file library for generated PDFs, shipping labels, tax certificates, reports, product images, account attachments, receipts, and manually uploaded files. Use it when you need to find a document, confirm where it came from, update metadata, download a copy, or add a new file to an entity. ## Open Document Manager Open **Documents** from the main app navigation. The page is scoped to the active entity and requires document access through the same app permission model used by operational records. Document Manager with document counters, search, category filters, source filters, and a document list ## Understand The Counters * **Total Documents**: active, non-archived documents for the current entity. * **Invoices**: documents categorized as invoices. * **Shipping Labels**: label files created from shipping workflows. * **Tax Documents**: tax records and exemption certificates. * **This Month**: active documents created during the current calendar month. **Archived documents are hidden from the working list** Archive removes a document from the active library without deleting the history record. Use archive for cleanup when a file should no longer appear in everyday search results. ## Search And Filter Use search when you know part of the file name, description, source reference, or tag. Use filters when you need a narrower operational set, such as invoices, purchase orders, shipping labels, product images, account attachments, receipts, reports, or general files. * **Search**: searches file names, descriptions, source labels, and tags. * **Category**: groups documents by business use, such as invoice, quote, sales order, purchase order, packing slip, shipping label, tax document, product image, account attachment, receipt, report, or general. * **Source Type**: filters by the record that produced or owns the document, such as order, account, product, package, return, purchase order, or manual upload. * **List view**: best for auditing category, source, uploader, date, and actions. * **Grid view**: best for quickly scanning images, PDFs, and document cards. Active filter chips appear below the filter bar. Use the chip close control or **Clear all** when a search seems narrower than expected. Document Manager grid view with document cards, category chips, source references, dates, and action icons ## Upload A Document Use **Upload Document** for files that were not generated automatically by an order, invoice, shipping, tax, or purchasing workflow. Manual uploads are useful for signed forms, vendor files, receipts, customer attachments, report exports, product images, and supporting records. Upload Document modal with drag and drop file area, category, source type, source reference, description, and tags 1. Click **Upload Document**. 2. Drop a file into the upload area or click to browse. 3. Choose the correct category. 4. Select a source type when the file belongs to a record. 5. Enter a source reference that users will recognize, such as an order, invoice, purchase order, account, package, return, or product reference. 6. Add a short description and tags when they will help future search. 7. Click **Upload** and wait for the upload to complete. **Good metadata saves support time** A file named scan.pdf is hard to find later. A clear category, source reference, description, and tags make the document usable for customer service, accounting, fulfillment, purchasing, and audits. ## Use Document Actions Each row or card exposes actions for the selected document. Use these actions instead of bookmarking storage links, because download and copy-link actions request fresh secure links from the backend. Document actions menu with Edit Metadata, Copy Link, and Archive * **Download**: downloads the file through a short-lived signed URL. * **Preview**: opens a modal for previewable PDFs, images, and CSV files. CSV preview shows a limited row sample so large files stay responsive. * **Edit Metadata**: updates category, source reference, description, and tags. * **Copy Link**: copies a temporary secure link for short-term sharing. * **Archive**: hides the document from the active library while preserving the record. **Do not treat copied links as permanent** Copied document links are short-lived. Send them only to people who should access that file, and do not paste them into long-term documentation, customer notes, or shared templates. ## Edit Metadata Edit metadata when the file is real but the category, source reference, description, or tags need cleanup. Metadata changes do not replace the uploaded file. Edit Document modal with category, source reference, description, tags, and save controls ## Preview Behavior * **Images**: show as thumbnails in grid/list where a fresh preview link is available, and open larger in the preview modal. * **PDFs**: open inside the preview modal when the browser can render them. * **CSVs**: open in a table preview. Download the full file when you need all rows or spreadsheet formulas. * **Other file types**: use Download or Open in new tab from the preview fallback. If a preview link expires while the page is open, close and reopen the preview or use Download to request a fresh link. ## Security And Storage Behavior * **Entity isolation**: document list, stats, reads, updates, and archive operations are scoped by entity. * **Private storage**: the app stores files in a private bucket rather than relying on public object URLs. * **Signed access**: previews, downloads, and copied links use short-lived presigned URLs generated by the backend. * **Upload confirmation**: a document record is created first, then the file uploads, then the app confirms size and completion. * **Activity logging**: create, upload, update, archive, and version events are logged for audit history when the backend can record them. * **Version records**: replacement uploads can be represented as new versions under the original document family. ## Common Scenarios * **Find an invoice PDF**: search the invoice number, filter by Invoice, then preview or download. * **Attach a vendor document**: upload the file, choose a purchasing or purchase order source type, and enter the purchase order reference. * **Store a tax certificate**: choose a tax category and include the account, exemption, or certificate reference in the source field or tags. * **Clean up duplicate files**: confirm which file is valid, update metadata if needed, and archive the duplicate. * **Share a file temporarily**: use Copy Link, then remember that the copied link will expire. * **Find generated labels or packing slips**: filter by Shipping Label or Packing Slip, then use the source reference to match the order or package. ## Common Blocks * **No documents found**: clear filters, search a broader term, or confirm the file belongs to the active entity. * **Preview will not open**: the file type may not support inline preview. Download or open the file in a new tab. * **Copied link stopped working**: copy a fresh link from Document Manager. * **Wrong category**: edit metadata and select the category users will search for later. * **Upload failed**: retry after confirming the file is available locally and the connection is stable. * **File should not be active**: archive it instead of changing the file name or metadata to hide it. ## Related Articles Configure PDF terms, document numbering, sender identity, notification toggles, templates, and quote expiration. Help customers download visible documents and manage optional email preferences from the portal. Find, create, post, send, pay, correct, and void customer invoices. Build a sales order, add customers, set addresses, and add products. Buy labels, void labels, track shipments, and handle carrier errors. Create RMAs, receive returned items, inspect condition, choose disposition, and close customer returns.