Uploading Documents
Upload files to the document library — drag-and-drop or browse, with category, visibility, and description options.
Overview
Documents can be uploaded from two places: the central document library and entity profile tabs (talent or directory). The upload flow is the same in both cases, with one key difference — uploads from an entity profile are automatically linked to that entity.
From the Central Library
- Click the Upload button in the toolbar
- The Upload dialog opens with a drag-and-drop zone
- Drag files onto the dropzone, or click Choose File to browse
- Selected files appear in a list with status indicators
- Choose a Category from the dropdown (defaults to "Other")
- Choose a Visibility level (Normal / Sensitive / Private — defaults to Normal)
- Optionally add a Description (up to 500 characters)
- Click Upload
Files upload sequentially. On success, a toast notification confirms the count and the dialog closes.
From an Entity Profile
- Open a talent or directory profile (company or contact)
- Click the Documents tab
- Click the Upload button in the tab header
- The same upload dialog appears — follow the same steps as above
Documents uploaded from a profile are automatically linked to that entity. No need to manually link them afterward.
Upload Constraints
| Limit | Value |
|---|---|
| Max file size | 50 MB per file |
| Max files per batch | 10 files |
| Max description length | 500 characters |
| Max filename length | 255 characters |
Supported File Types
| Type | Formats |
|---|---|
| Images | JPG, PNG, GIF, WebP |
| Documents | PDF, DOC, DOCX |
| Spreadsheets | XLS, XLSX |
| Presentations | PPT, PPTX |
| Text | TXT, CSV |
Files exceeding the size limit or with unsupported types are rejected with a specific error message.
Storage Limits
Your account has a document storage limit based on team size: 100 documents per seat. A 5-seat account can store up to 500 documents; a 20-seat account up to 2,000.
The upload dialog shows your current usage. A warning appears when you reach 80% of your limit.
Thumbnails
Image uploads (JPG, PNG, GIF, WebP) automatically generate a preview thumbnail at upload time. This thumbnail appears on the document's card in the library and on entity profile document tabs — so you can visually identify image documents at a glance.
Other file types (PDFs, Word documents, spreadsheets, etc.) display a color-coded file-type icon instead.
Note: Showmo-generated comp card PDFs also receive a real thumbnail (the front side of the card), created automatically by the Showmo module. See Showmo for details.
Tips
- Batch uploads — Select up to 10 files at once. They share the same category, visibility, and description.
- Rename after upload — The display filename can be changed at any time via Edit Details. The original filename is always preserved in the detail view.
- Link after upload — Documents uploaded from the central library are unlinked by default. Use Manage Links to connect them to entities.
Related Pages
- Documents Overview — Module overview and key concepts
- Document Library — Browse and manage the library
- Managing Documents — Edit, link, download, and delete