File & Storage Management
One secure file room for every system attachment
Find, preview, organize and share the files attached across clients, projects, users, billing records and other entities from one access-controlled location.
Central file room
Access filtered
Live business context
Find, preview, organize and share the files attached across clients, projects, users, billing records and other entities from one access-controlled location.
Why it matters
Every accessible file has one place to be found.
File & Storage Management in Ofisync is the central file room for the system. Attachments from entities, invoices, quotations, receipts, credit notes, users, clients, projects and other records can be found from one place, while access rules still determine exactly what each user is allowed to see.
Give users one place to find the files they are allowed to access without jumping between modules.
Keep entity-related attachments organized through system folders while still allowing custom folder structures.
Let teams add, preview, search and share files from the central storage hub without exposing restricted records.
Guided workflow
From setup to daily execution.
Open the central file room
View files collected from entities, billing records, projects, clients, users and other areas of the system, filtered automatically by the user's access rights.
Organize folders with control
Create themed folders, define who can access them and use system folders for entity-related files such as client, project or user documents.
Preview, add and share
Search for accessible files, double-click to preview, add files directly to entities and share selected files internally or externally.
Central storage fit
Built around finding, previewing and sharing system files.
A user may need an invoice attachment, a client document, a project file, a receipt, a credit note, a user file or a folder created by another team. Instead of opening each module one by one, they can search the central file room and only see the files their access allows.
How File & Storage Management works in practice.
Scenario 1
The file room collects files from across the system
The user opens File & Storage Management and sees a central location for files attached throughout Ofisync. Attachments from clients, projects, users, invoices, quotations, receipts, credit notes and other entities can be accessed from this one workspace.
Scenario 2
Access rules filter what each person can see
The file room is not a bypass around permissions. A user only sees documents and folders they are allowed to access. Restricted client files, private entity folders or sensitive billing attachments remain hidden unless the user's access allows them.
Scenario 3
System folders keep entity documents organized
Ofisync can maintain system folders for records such as clients, projects, files and users. For example, each client can have a dedicated folder, and the same structure can apply to project files or user-related documents.
Scenario 4
Users can create their own themed folders
Beyond system folders, users can create folders for the way their teams work. A folder can be themed around a department, process, case, campaign or shared activity, and the creator can define who should have access.
Scenario 5
Files can be added directly to the right place
From the central storage location, users can add files and folders directly to entities where they belong. This lets a team attach a document to a client, project, file or user without leaving the file room.
Scenario 6
Preview keeps file review fast
When a user wants to inspect a file, they can double-click to preview it directly in the storage workspace. This reduces unnecessary downloads and helps users confirm they have found the correct document quickly.
Scenario 7
Sharing works from the same controlled location
Files can be shared internally with other users or externally when the use case allows it. Sharing starts from the central file room, but access rules still determine what can be shared and who can open it.
Scenario 8
Search turns storage into a working index
As the number of files grows, users can search for accessible documents and folders instead of browsing every entity manually. The result is a central index of the files the user is permitted to work with.
Storage scenarios
Where the file room removes the search problem.
Storage scenario 1
System-wide file lookup
A user searches from the file room and finds accessible attachments from clients, projects, invoices, quotations, receipts, credit notes and other system records.
Storage scenario 2
Entity folder organization
Client, project, file and user documents can sit inside system folders dedicated to those records, while users can also add files directly to the entity from the central storage location.
Storage scenario 3
Team folder sharing
A user creates a themed folder, decides who can access it and shares selected files internally or externally without exposing unrelated storage areas.
Inside the file room
A controlled workspace for all files the user can access.
The file room brings system attachments, entity folders, billing documents, themed folders, previews and sharing controls into one place, while permissions still decide what each person can see.
Admins
Folder access, themed folder ownership, system folders and external sharing controls
Staff users
Accessible files, entity folders, double-click preview, search and direct file additions
Finance teams
Invoice, quotation, receipt and credit note attachments available from the file room
File room contents
What can be organized and retrieved
Folder movement
Actions Ofisync can prepare around storage activity
Storage view
Accessible file index
Search and browse documents and folders the user is allowed to access across entities, billing records and shared folders.
Storage view
Folder access view
Review themed folders, system folders, assigned users and internal or external sharing decisions.
Storage view
Entity file location
See which files are attached to clients, projects, files, users and other records from the central storage workspace.
Connected storage modules
Modules that feed files into the central file room.
Document Management
Upload DOC, DOCX or HTML templates with placeholders, answer the required parameters, preview the result and generate controlled documents without starting from scratch.
Role-Based Access
Define roles as collections of access items, assign action-level access rules, hide sensitive entity details and secure critical actions with MFA, audit logs and admin controls.
Client Management
Create flexible client records with custom fields, workflows, access rules, documents, events, notes, audit logs, projects and billing context in one place.
Ready to see it live?
Walk through File & Storage Management with an Ofisync specialist.
We will map the demo around your business workflow, show the connected modules and help you identify the fastest path to rollout.