Uploading and Managing Documents

This page shows how to upload documents to your BSS and manage them in the BSS and the Storefront.

Allowing Users To Upload Documents

To allow a user to upload a document, the user must have a File Space Limit set by an Administrator in the BSS. This is done by going to Setup Administration Users → Users List and adding a new user, or selecting an existing one.

Please note that the space in use is shown to the right of the field. Users can only upload documents if they do not exceed the File Space Limit.

The total space and current limits for all the users in your organization can be viewed by going to Setup System Options Organization Profile under Available Space Analysis.

For purchasing storage for your files, please contact your customer success manager.


Add a Document to the BSS

You may upload files to the BSS, and link them to contacts or publish them on the storefront. To add a document to the BSS, go to Office Documents.

In the Documents List select Add to add a new document.

The Add/Edit Document section contains the following options:


  • Name - Specify the name that will appear in the BSS and Storefront. This is not the filename.

  • Status - The status of the file, which can be set by going to Setup Office Documents File Stages

  • Type - The file type, which can be set in Setup Office Documents File Types. This feature can be used to organize files based on their type, e.g., invoices, contracts, etc..

  • File - Contains the following two options:

    • From file - Select Browse to locate a locally stored file.

    • From URL - Specify a remotely stored file by its URL.

  • Folder Name - The name of the BSS folder to place the file in.

  • Is Printable - Whether the file can be printed from the BSS.

  • Publish to Storefront - Whether the file is published on the storefront. See the relevant section.

  • Inherit Folder’s Permissions - Select to give the file the permissions of its folder.

    • Sharing Rule - This drop-down menu appears if Inherit Folder’s Permissions is disabled. The rules can be set by going to Setup Administration Personal Setup Permission Rules


Linking Documents to an Account

The Documents section in the account details view contains all documents linked to the account. You may drag and drop any documents to upload them, and link them to the current account, or select the Chain icon to link any existing documents.


Whitelisted Filetypes

Please note that the filetypes whitelisted in the BSS are the following:

  • Images - .jpg / .png / .gif / .jpeg / .ico

  • Documents - .pdf / .doc / .docx / .ppt / .pptx / .odt / .ods / .xls / .xlsx / .psd / .csv / .log / .txt

  • Audio - .mp3 / .m4a / .ogg / .wav

  • Video - .mp4 / .mov / .avi / .mpg / .ogv / .3gp / .3g2

  • Archive - .zip / .gz / .tar / .7z / .rar

  • MailMessages - .msg / .eml


Publishing on The Storefront

Check the Publish to Storefront option when adding or editing a document to publish it in the storefront. Additionally, documents are published when they are linked to accounts.

You can check if a document is published or unpublished in the Documents List.

Only the users of the accounts with which the documents have been linked can see them on their Storefront.

For more information about published documents, the Documents List, and the Documents widget, please check the page.


Published Documents Notification

A systemic notification called Document Published To Storefront exists to inform the user that a document has been published to Storefront.
More specifically, this notification email is dispatched once a BSS user, completes one of the following two actions:

  1. Links a document and then selects the publish to Storefront option,

  2. Publishes, for the first time, a document and then links that published document to an account.

You can locate the systemic Documents notification template by navigating to BSS Setup > Administration > Notifications > Customer Notifications, and by selecting the Accounts group, you can witness the Document Published To Storefront notification along with its description.


The Template of the notification has the following configuration by default, but can be edited:


More specifically, this notification is dispatched to the predefined Bill To Contact of the Account, and it looks just like the following screenshot.

If no Bill To Contact has been defined, then no notification email will get dispatched.

Published Documents in Reports

As with all BSS modules, it is possible to create a report on Documents you have uploaded to the BSS:

To create a report on your documents:

  1. Go to Reports in your BSS and select Documents as the basic data type.

  2. Select the general columns to be included in the report.

  3. Specify the report criteria

  4. Select the graph type

  5. And view the report results


Managing Documents via API

User Permissions

When you upload a file using the API call in our system, the file quota of the user responsible for the action is utilized. This user is identified in the "Use of API Options" section as the one assigned with the Documents module in the Setup → Administration → System Options → Use of API Options. Please refer to the figure below for a visual representation.

Please note that this user must also have an available File Space Limit.

Public API Endpoints

The Public API contains the following endpoints for the purposes of creating and managing documents in the BSS:

  • Retrieve Files/Folders

    • GET api/files - Retrieves the files of an organization.

    • GET/api/files/{fileId} - Retrieves a specific file based on the specified ID and on user permissions

    • GET api/accounts/{accountId}/files - Retrieves all the Files for an account.

    • GET/api/files/folders - The Get File Folders method is used to retrieve file folders.

  • Post/Delete Files

    • POST/api/files - The purpose of this API method is to create a new file in the system.

    • DELETE/api/files/{fileId} - The purpose of this API method is to delete a file from the BSS based on the file ID.

  • Custom Fields

    • GET api/files/{fileId}/customfields - Retrieves the custom fields of a file based on the specified ID.

    • PUT api/files/{fileId}/customfields - Updates the custom fields of an existing file based on the specified ID.

  • Update File

    • PATCH api/files/{fileId} - Partially updates an existing file based on the specified ID.

  • Link/Unlink Document in Account

    • POST api/accounts/{accountId}/files/{fileId} - Link a document to an account

    • DELETE api/accounts/{accountId}/files/{fileId} - Unlink a document from account

For more information, please visit the Swagger documentation at yourBSS.URL/apidocs and select API Version 3