Overview

Keeping important customer documents—like tax-exempt certificates, event layouts, or even photos of deliveries—attached directly to a CRM record ensures your team always has the right paperwork at hand. In this article, you’ll learn how to upload, view, and manage files on any customer’s record.

  • Supported file types: PDF, DOC, DOX. XLS, XLSX, JPG, or TIFF

Step-by-Step Instructions

Open the CRM tab

  • From the main navigation, click CRM.


Locate the customer record

  • Use the search box to type the customer’s name.

  • Click the customer’s name in the results list.


Access Documents

  • In the upper toolbar of the customer record, click the Documents icon.


Choose your file

  • Click Choose File.

                     

  • In the file picker, select the document you wish to upload from your computer.


Upload the document

  • Once the filename appears next to the Choose File button, click Upload Document.


  • A confirmation box will appear, then the new file shows in the documents list.


Verify and manage your upload

  • Click the file’s Name link to review, download or print it.

  • To remove an outdated or incorrect file, click the Delete (X) icon beside the file under Action.

Best Practices

  • Use clear file names:
    Include date and document type (e.g., 2025-05-19_TaxExempt_Certificate.pdf).

  • Organize by version:
    When replacing documents, prepend v2, v3, etc., to indicate updates.

  • Regularly audit attachments:
    Quarterly, review each customer’s documents to remove duplicates or expired certificates.

  • Leverage tags or notes:
    If your CRM supports tags or comments, note the document’s purpose (e.g., “Exemption expires 12/2025”).

Frequently Asked Questions

Q: What if my file exceeds 10 MB?
A: Compress large files (e.g., reduce image resolution or export a PDF with “minimum size” settings) before uploading.

Q: Can I upload multiple files at once?
A: Currently, files must be uploaded one at a time.

Q: Who can view uploaded documents?
A: Any user with CRM access to that customer record.

Q: How do I replace an existing document?

A: Delete the old file (via the x icon), then upload the new version following the steps above.

Conclusion

Attaching key documents directly to your CRM records centralizes critical information and keeps your team aligned. By following these simple steps—and adopting clear naming and audit practices—you’ll ensure every customer’s paperwork is up-to-date and easily accessible. 


If you have questions or need further assistance, contact our Team at CaterZen Support.


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