Knowledge & Documents

Every business accumulates files it later has to find again — signed contracts, compliance paperwork, invoices someone emailed in, the NDA you send three times a week. Knowledge & Documents is where those live. You upload or receive files, file them against the customer or deal they belong to, generate routine paperwork from a saved template instead of retyping it, and keep your team's reference material in one place.

What's included

Page	What it's for
Documents	Your document library — upload, tag, and version files
Document Inbox	A triage queue of documents that arrived by email or manual capture and aren't filed yet
Document Templates	Reusable templates that generate PDFs, DOCX, spreadsheets, CSVs, and HTML on demand
Content	Author, publish, and version your CMS content
Knowledge	The Knowledge Graph — entities, relationships, and semantic search

Getting started

1. Open Documents and select Upload Document. You can also drag and drop files anywhere on the page.
2. Open a document to add Tags and a Description, then select Save changes.
3. Check the Document Inbox for anything that arrived on its own, and file it onto the right record.
4. If you send the same paperwork repeatedly, open Document Templates and select New Template.

Upload and organize documents

1. From Documents, select Upload Document, or drag files onto the page — a Drop to upload overlay confirms the page will accept them. You can upload several at once.
2. Select a document to open it, add Tags and a Description, then select Save changes.
3. SaaSy extracts the document's text so its contents are readable in-app, shown under Extracted text. If it looks wrong, select Re-parse.
4. Use the search box to narrow the library. It matches on filename prefix, so type the beginning of the name rather than a word from the middle.

The folder tree on the left filters the list: choose All documents, Unfiled, or a specific folder. Create folders with New folder — they can be nested. Each row also offers share, version history, download, and delete actions; deleting is permanent.

Two upload failures are worth recognizing: Storage limit reached means the upload would exceed your workspace's storage allowance, and File too large means the file exceeds your plan's maximum size.

Triage the Document Inbox

The Document Inbox holds documents that arrived by email or manual capture and aren't attached to a record yet. Each row shows the sender, the source, when it arrived, and the file size.

1. Open Documents, then go to the Document Inbox.
2. On a document, select File.
3. Under File onto, choose the record type: Contact, Company, Deal, Lead, Project, Quote, Invoice, or Field service job.
4. Search for and select the specific record, then select File here.

For anything you don't need, use the discard action on the row instead — it removes the document without filing it. An empty queue reads Inbox zero — no documents to sort.

Generate documents from a template

1. Go to Document Templates and select New Template.
2. Fill in Name, Description, and Default format.
3. Define Variables schema (JSON array) for the values that change each time, and Default data (JSON object) for those that usually stay the same. Select Create.
4. To produce a file, select Generate, choose an Output format, supply Variables (JSON object), and select Generate & Download. Tick Save to documents library to also file the output in Documents.

Author content and build the knowledge graph

Content is for writing that belongs to your workspace rather than to one customer record. Select New Content, fill in Title, Slug, Type, Tags, and Body, then Save. Entries can be published and unpublished, and each keeps a Version History you can restore from.

Knowledge is the Knowledge Graph — the people, companies, and concepts in your business and how they relate, kept separately from your document library.

1. Select Create entity and give it an Entity type, a Name, and an optional description. Entity type is free text — Person, Company, and Concept are suggestions, not a fixed list.
2. To build the graph from writing you already have, paste text under Extract entities from text and select Extract. Candidates come back pre-selected; untick any you don't want, then select Save selected.
3. Open an entity to see its Relationships, split into Outgoing and Incoming. Select Add relationship, pick a Target entity, enter a Relationship type, and set a Confidence between 0 and 1.
4. Use Semantic search to ask a question rather than match exact wording. It searches the entities in your knowledge graph — not your uploaded documents or Content entries.

Deleting an entity takes effect immediately, without a confirmation prompt.

Share a document externally

You can give someone outside your workspace a link to a single document.

1. On Documents, open the share action for the document you want to share.
2. Choose who the link is for. Public creates a link anyone who has it can open; the other mode shares with a specific person — enter their user email or ID.
3. Set an expiry if you want the link to stop working after a date. Leave it empty for a link that does not expire on its own.
4. The access level is Viewer (read only) — the recipient can view the document, not change it.
5. Select Create share, then use the Copy button to copy the link and send it however you like.

The recipient opens the link and sees just that document, with your workspace branding — they do not get access to anything else in your workspace.

Availability

Knowledge & Documents is enabled by default in every industry pack — agency, professional services, e-commerce, SaaS, construction, manufacturing, nonprofit, and general. There is no entitlement gating, so no plan upgrade or add-on is required. If the section is missing from your sidebar, someone has hidden it under Settings → Navigation; see Why can't I see a feature? to switch it back on.