# What documents are

The photographs, papers and files kept beside your records, and the one screen where all of them gather.

A repair generates paper. A photograph of the damage as it arrived, the customer's own fault report, a supplier's delivery note, a warranty certificate. Documents is where every one of those files gathers, shown against the record it belongs to.

## Highlights

- **A file belongs to a record**, and this list shows which one.
- **Standalone means it belongs to nothing yet**, which is a valid state.
- **This screen is not filtered to repairs.** It is the whole workspace's files.
- **Type chips split the list** into images, PDFs, documents and spreadsheets.
- **Preview, download and delete** live on each row.

## The list

![The Documents screen headed Documents with the subtitle All files attached across your workspace and an Upload button. Type chips read All 6, Images 1, PDFs 3, Docs, Sheets and a greyed Other 2, beside a More filters button. Columns read File, Associated To, Uploaded By, Uploaded and Folder. Rows include depreciation-schedule-Q3.csv marked Standalone in italics, a second copy of the same file against Bill IVB-00024 for Kelso Industrial, fleet-insurance-schedule-2026.pdf against REC-00004 Fleet insurance labelled Recurringexpense, fuel-receipt-31-aug.png against an Expense, halberd-delivery-note-PR00005.pdf against PR-00005 Halberd Bearings Ltd labelled Purchase Receive, and hudson-valley-invoice-9341.pdf against Bill IVB-0004. Every row carries an Add to folder button and a three-dot control.](https://www.sorviai.com/help/repairs/documents/documents-list.png)

*Every file in the workspace, each showing the record it is attached to and the kind of record that is.*

> **Note:**
>
> **This is the workspace's files, not the workshop's**
>
> Documents behaves like Customers and Items rather than like Invoices: it is not narrowed to repairs. A delivery note your purchasing team attached to a bill sits in this list beside a photograph a technician took of a cracked housing. Read the **Associated To** column before assuming a file came from a repair.

## What each column tells you

*Columns on the Documents list*

## What you can do with a file

![The Documents list with the three-dot menu open on the fleet-insurance-schedule-2026.pdf row, offering three entries: Open preview with an external link icon, Download with a download icon, and Delete in red with a bin icon.](https://www.sorviai.com/help/repairs/documents/row-menu.png)

*Three actions per file. Preview opens it without downloading, which is usually what you want.*

- **Open preview**: Shows the file without saving it to your machine. The right choice for checking a photograph while a customer is on the phone.
- **Download**: Saves a copy locally, for attaching to an email or sending to a supplier.
- **Delete**: Removes the file permanently. It is not moved anywhere first.
- **Add to folder**: Files it under a folder so the list can be narrowed later.

> **Warning:**
>
> **Deleting a file here deletes it from the record**
>
> This list is a view of the files, not a copy of them. Removing a photograph from Documents removes it from the ticket it was attached to, with no intermediate bin to recover it from. Preview first if you are not certain.