Store and share documents that aren't invoices or receipts in a dedicated, organised space within your Datamolino folders.
What this article covers
What Files are used for
How to upload documents to Files
How to move documents from Purchases or Sales into Files
How to organize files by contact
How to assign or edit Xero contacts
How to archive files
What are Files used for?
Files is a secure storage and sharing space within each Datamolino folder for documents that aren't transactional records.
You can use Files to:
Store important paperwork like contracts, insurance policies, or reports
Share documents with clients, suppliers, or team members without endless emailing
Files gives you a centralised location where clients, suppliers, or colleagues can securely send you documents or where you can share reports and filings with clients.
How do I access Files?
Files is available within every folder in Datamolino. You'll find it in the navigation bar alongside your Purchases and Sales subfolders.
How do I upload documents to Files?
You can upload documents in two ways:
Drag and drop: Click the Import button and drag your files into the upload area
Email: Send documents to the email address shown beneath your folder name
To email documents directly to Files, add the prefix files. to your main folder email address. For example: files.yourcompany@dtmnl.com
How do I move documents from Purchases or Sales into Files?
To move existing documents into Files:
Select the documents you want to move or open the document
Click the Actions button
Select "Move to Files" from the dropdown
After clicking "Move to Files," refresh your page to see the documents in Files. The original document in Purchases or Sales will be sent to Trash, where it's automatically deleted after 45 days.
If you moved a document by mistake, go to your Trash tab, select the document, and click "Undelete" to restore it to your main folder.
How do I organise files by contact?
You can assign contacts to files to keep them organised.
When you move a document from Purchases to Files, any supplier contact already assigned will remain attached to the document in Files.
How do I assign or edit Xero/QuickBooks/FreeAgent contacts in Files?
When your folder is connected to your accounting software, you can assign contacts to files for better organisation.
To assign a contact:
Open the file
Assign a Xero contact from the contact field
Xero contacts assigned in Files will show in Xero for reference.
Note: You can only add or edit Xero contacts from the Purchases or Sales sections. If you need to modify a contact, navigate to those sections first.
How do I navigate between files?
Use the Next and Previous buttons when viewing a file to move between documents without returning to the file list.
How do I archive or delete files?
You can archive files individually or in bulk.
To archive/delete a single file:
Open the file
Click Archive/Delete
To archive/delete multiple files:
Select the files you want to archive
Click Archive/Delete
Archived files are moved to the Archive section, where you can unarchive them if needed. Deleted files are moved to Trash where they are permanently deleted after 45 days.
