# Folders and Permissions

Filing into folders, who can see a file, and what deleting one actually does.

Folders are the one piece of organisation this module has, and they are yours to invent rather than a fixed structure.

## Filing into a folder

- **Select Add to folder on the row**

  The **Move to folder** popover opens. It searches the folders you already have.

  ![The Documents list with a Move to folder popover open, holding a Search folders box, a line reading No folders yet, and a New folder section with a Folder name field and a Create button.](https://www.sorviai.com/help/inventory/documents/move-to-folder.png)
- **Create one if none fits**

  Enter a name under **New folder** and select **Create**. A workspace with no folders yet says so plainly rather than showing an empty list.

> **Tip:**
>
> **Folders are for how you look, not for what a file is**
>
> The Associated To column already says what a file belongs to, and the type chips already say what kind it is. A folder earns its place when it groups files that those two cannot: an audit pack, a year of insurance schedules, one vendor's paperwork.

## What you can do to one file

![The Documents list with a row menu open, offering exactly two actions: Download and Delete, with Delete shown in red.](https://www.sorviai.com/help/inventory/documents/row-actions.png)

*Two actions and no more. There is no rename and no edit, so the name a file arrives with is the name it keeps.*

| Action | What it does |
| --- | --- |
| Download | Takes a copy. The stored file is untouched |
| Delete | Removes the file permanently, from this list and from the record it was attached to |
| Add to folder | Files it, or moves it between folders |

> **Warning:**
>
> **Deleting removes the file, not just the listing**
>
> A document deleted here is gone from the record it was attached to as well. If the intention is only to tidy the list, filter it or file it into a folder instead.

## Who can see a file

An attachment inherits the visibility of the record it is attached to: somebody who cannot open purchase receives cannot see the delivery notes on them. A standalone file has no record to inherit from, so it is visible to anybody who can open Documents.

> **Note:**
>
> **Documents is open to everyone with Inventory access today**
>
> Like Reports, the module is not permission-gated yet, because the underlying permissions have not been granted to any role. Treat that as temporary, and be deliberate about what you upload as standalone in the meantime.

## What not to put here

- **Anything personal**: Attachments are visible to everyone who can open the record, which in this module is currently everyone.
- **The only copy of something**: This is a record store attached to documents, not a backup.
- **Working files**: A spreadsheet somebody is still editing does not belong against a posted receive. Attach it when it is final.