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How to Use the Document Manager in Conversations
Organize, send, and receive files tied to a contact—right from Conversations—using the built-in Documents tab and client portal sharing.
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 allows you to store, organize, and share files directly within each contact record.
Without a structured system, important documents can be misplaced or shared incorrectly.
This guide will show you how to manage documents so everything stays organized and connected to the right contact.
Once you understand how the Document Manager works, follow the sections below to upload files, manage visibility, and share documents inside your BizStackPro conversations.
Overview
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. You can keep documents internal or share them with the contact through the client portal.
Follow along: Open Conversations → select a contact → open the right-side panel (or contact record) → click Documents.
Where to Find the Document Manager
- Open a contact from Conversations (or from Contacts).
- Locate the Documents tab in the contact details panel.
- Use the Add button to upload or share files.
Four Key Sections
Inside a contact’s Documents tab, you’ll typically see views that help you separate internal files from shared files:
- All: A combined view of every file linked to the contact.
- Internal: Files for your team only (not visible to the contact).
- Sent: Files you’ve shared with the contact via the client portal.
- Received: Files uploaded by the contact through the client portal.
Good to know: Keeping internal notes/files separate from client-visible files helps prevent accidental sharing.
How to Upload Files
- Open the contact and go to the Documents tab.
- Click Add → choose Add New File.
- Select your file(s) and upload (common file types include PPT/DOC/PDF/images/CSV).
- Choose visibility: keep it internal, or enable sharing so it appears in Sent and is visible to the contact.
- Confirm the upload and verify it appears in the correct section.
Pro tip: If you’re sharing files, name them clearly (e.g., “Proposal – January 2026”) so the contact recognizes what they’re opening.
Sharing, Links, and File Actions
Shared documents can usually be accessed through the client portal link. You can also manage each file using the actions menu.
- Copy Link: Grab a shareable link for a client-visible file (often found in the file’s 3-dot menu).
- Preview / Download: Quickly verify the correct file before sending it externally.
- Delete: Remove outdated files to keep the record clean.
- Visibility toggles: Switch whether a file is client-visible (where available).
- View Source / Open: Open supported docs in the built-in viewer/editor (where available).
Security tip: Use roles and permissions to control who can see sensitive documents—especially financial or contract files.
Access Control Notes
- Team access: Limit visibility based on user roles so only authorized teammates can view/download documents.
- Client access: Share only what the contact needs; keep internal files in the Internal section.
- Consistency: Decide a standard (what you always share vs. never share) and apply it across your team.
Want to manage client files and conversations in one place?
BizStackPro combines Conversations, document sharing, automation, payments, and CRM tools—so your team can move faster without switching platforms.
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Frequently Asked Questions
How can I upload files to a contact's internal document section?
Open the contact → Documents tab → Add → Add New File, then upload and keep it internal (not shared).
What types of files can I upload?
Common file types include PPT, DOC, PDF, images, and CSV (often up to 250 MB per file depending on settings).
How do I share a document with a contact?
Enable sharing during upload (or move it to Sent). The contact can access it through the client portal.
Can I restrict access for specific team members?
Yes. Configure roles/permissions so only authorized users can view or download the documents.
Keep Documents Organized Per Contact
Make every file easy to find—store internal docs, share client-ready files through the portal, and keep everything attached to the right conversation.
Cleaner records. Better client experience.
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