Quick Answer
What does the Document Manager do?
The Document Manager lets you keep files connected to individual contacts inside BizStackPro. Open the contact's Documents tab to upload files, keep documents internal, share client-ready files, and manage documents received through the client portal.
Keeping Files Organized Without Losing Track of Documents
You may be working with multiple files for each contact, but storing and finding them later can quickly become messy.
The Document Manager in BizStackPro helps you store and manage files for each contact so proposals, invoices, contracts, images, PDFs, and other documents stay connected to the right person.
Documents can remain internal for your team or be shared with the contact through the client portal.
Without a structured system, important documents can be misplaced or shared incorrectly. Keeping the files attached to the appropriate contact creates a more organized place to manage the documents involved in that relationship.
Where to find the Document Manager
Open Conversations, select a contact, open the contact details panel or contact record, and select Documents.
Document Manager at a Glance
Before You Begin
A few simple checks can help you keep documents attached to the correct contact and avoid sharing internal files accidentally.
- Confirm that you have opened the correct contact.
- Open the Documents tab in the contact details.
- Know whether the file should remain internal or be shared with the client.
- Give client-facing files clear names so the recipient knows what they are opening.
- Confirm that your team roles and access permissions are appropriate for sensitive documents.
Four Key Document Sections
Inside a contact's Documents tab, the available views help separate internal files from documents shared with or received from the client.
All
The All section provides a combined view of every file linked to the contact.
Internal
The Internal section contains files intended for your team and not for the contact.
Sent
The Sent section contains files that have been shared with the contact through the client portal.
Received
The Received section contains files uploaded by the contact through the client portal.
Keep internal and client files separate
Separating internal files from client-visible documents helps reduce the risk of accidentally sharing something that was meant only for your team.
How to Upload Files
Upload documents directly to the contact record and choose whether they should remain internal or be available to the client.
Open the Contact
Open the appropriate contact and select the Documents tab.
Select Add New File
Click Add, then choose Add New File.
Select Your Files
Select the file or files you want to upload. Common file types include PPT, DOC, PDF, images, and CSV files.
Choose the File Visibility
Keep the document internal when it is intended only for your team, or enable sharing when the file should be visible to the contact.
Shared files can appear in the Sent section and be available through the client portal.
Confirm the Upload
Complete the upload and verify that the file appears in the correct document section.
Use clear file names
When sharing documents, use recognizable names such as “Proposal – January 2026” so the contact can quickly identify what they are opening.
Access Control Notes
Document organization is also about making sure the right people have access to the right files.
- Team access: Use user roles and access controls so only authorized teammates can view or download sensitive documents.
- Client access: Share only the documents the contact needs and keep team-only files internal.
- Consistency: Decide which types of files your team normally shares and which should remain internal, then apply that standard consistently.
Review sensitive documents before sharing
Pay particular attention to financial documents, contracts, and other sensitive files. Confirm both the contact and document visibility before making the file client-accessible.
Frequently Asked Questions
How can I upload files to a contact's internal document section?
What types of files can I upload to the Document Management System?
How do I share a document with a contact?
Can I restrict access to documents for specific team members?
Continue Learning
Continue learning how to manage conversations, contacts, files, and client communication with these related BizStackPro Help Center guides.
