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 and what they are used for
Uploading, accessing and navigating Files
Moving documents from Purchases or Sales into Files
Organising files by contact and assigning contacts
Bulk download Files
Archiving and deleting files
Monitoring changes made in Files - Audit trail
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.
Accessing, Uploading and Navigating Files
👉 Where to 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 to 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 navigate between files?
Use the Next and Previous buttons when viewing a file to move between documents without returning to the file list.
Moving documents to Files
👉 Can I move documents from Purchases or Sales into Files?
Yes, to move the the documents to files follow these steps:
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 to files by mistake, go to your Trash tab, select the document, and click "Undelete" to restore it to your main folder.
Contacts in Files
👉 Can 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 to 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.
Bulk download Files
👉 How can I download multiple files (in the Files subfolder) at once?
To download multiple files in the Files subfolder at once, you have two options:
Use the bulk download feature
Select the files you want to download by ticking the box for them on the left.
Click on Download.
You will receive an email with a link to download the files in a compressed folder (zip).
Use the download search results feature
Enter search criteria and click on Filter.
Click on Download all to download all results.
You will receive an email with a link to download the files in a compressed folder (zip).
Archiving and deleting files
👉 How do I archive/delete single file?
Open the file
Click Archive/Delete
👉 How do I 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.
Audit Trail for Files
Can I see who made changes to a File?
Yes, you can see the changes made to a File in the Audit Trail located below the File preview.
The Audit Trail records the following events for Files (stored in the Files subfolder, not in Purchases, Sales, or Bank statements):
File uploaded - When the File was moved from Purchases / Sales, imported via web or email.
File downloaded - When the File was downloaded.
File updated - When the user changed the File contact, file name, date or description.
File archived - When the File was archived (individually or in bulk).
File unarchived - When the File was unarchived (individually or in bulk).
File deleted - When the File was deleted (individually or in bulk).
File restored - When the File was undeleted (individually or in bulk).
Each event records the user that performed the action and the date and time.
Events are recorded only from the point when the feature was launched (March 13th, 2026).
