The Internal Documents feature in Profitz provides a central, secure workspace for storing, managing, and interacting with documents used across your business. It acts as a unified document hub, allowing users to search for files, review their history, attach them to emails or transactions, and collaborate through comments, tags, and revision tracking.
This feature is especially useful for teams who need consistent access to invoices, forms, scanned documents, reports, and other business records without relying on external file storage.
1. Finding and Selecting Documents
Profitz includes a built‑in search tool that helps you quickly locate documents stored in the system.
Search
- Enter keywords into the search bar to filter the document list
- Results update instantly, helping you find documents by name, tag, or content (when OCR is available)
Select Documents
- Click one or more documents from the results
- Selected documents become available for further actions such as emailing or returning to an app
This makes it easy to gather multiple related documents at once — for example, all revisions of an invoice or all documents associated with a job.
2. Managing Selected Documents
Once documents are selected, several actions become available:
Return Selected: Sends the chosen documents back to the app you opened the selector from. This is commonly used when attaching documents to emails, invoices, or other records.
Email: Opens a new email window with the selected documents attached. This allows you to send internal documents directly to customers, suppliers, or team members.
Additional Options: Click the menu icon to access more actions. Depending on the context, this may include options such as downloading, previewing, or opening the document in a new window.
3. Document Details & Revision Tracking
Profitz stores revision history for internal documents, allowing you to track changes over time.
Revisions
- View all previous versions of a document
- Useful for tracking updates, corrections, or approvals
Compare
- Compare two revisions side‑by‑side
- Helps identify what changed between versions
Detail
- View file information such as name, size, and metadata
- Useful for confirming you have the correct document
This revision system supports accountability and transparency across your document workflows.
4. Document Features
Each internal document includes several built‑in tools to help you manage, understand, and collaborate on files.
File Info
Displays essential details such as:
- Document name
- File size
- Revision history
Preview: Shows a visual preview of the document. In many cases, users can add comments or annotations directly onto the preview.
Comments / Notes: Allows users to attach text notes to the document. This is useful for internal communication, clarifications, or instructions.
Tags: Assign keywords to help categorise documents. Tags make searching faster and more accurate.
Notifications: Set alerts to be notified when a document is updated or changed. Useful for documents that require approval or frequent updates.
Permissions: Shows the user’s access rights for the document. This helps ensure sensitive documents are only accessible to authorised users.
OCR (Optical Character Recognition): Converts scanned or image‑based documents into searchable text. This makes it easier to find documents using keywords.
Form / Form Data: Displays form‑related information when applicable. Useful for structured documents such as checklists or digital forms.
FAQ
Can I email documents directly from Internal Documents?
Yes. Select one or more documents and click Email to open a new email with the files attached.
Can I compare different versions of a document?
Yes. Use the Revisions and Compare buttons to view and compare document changes.
Can I add comments or notes to a document?
Yes. Use the Comments/Notes feature to attach text notes to the document.
How do I return documents to the app I was working in?
Select the documents and click Return Selected.
Related Articles
- Email in Profitz
- How to Attach Internal Documents
- How to Use Email Templates
- Document Revision History
Comments
0 comments
Please sign in to leave a comment.