Filing in context, attachments and search
Documents
In Xedul a document doesn't live in a folder: it lives next to the work it belongs to. That's the difference that makes it findable from what you remember — the client, the case — rather than from where it was saved.
Where files are uploaded
| Level | What it typically holds |
|---|---|
| **Client** | Documents concerning the subject as a whole: company extracts, identity documents, framework agreements |
| **Case** | Material for one line of work: accounts, returns, correspondence |
| **Task** | Attachments relevant to a single thing to be done |
If a file serves several cases for the same client, upload it at client level. If it concerns one period or one obligation, keep it on the case.
Uploading a document
Upload happens from the panel of the entity it belongs to, by selecting a file or dragging it in. Afterwards the file appears in the attachment list with name and size, available for preview and download.
Attachments imported from mail
Attachments from messages imported via Gmail or Outlook are uploaded into Xedul storage and linked to the generated task. The flow is described in Gmail integration and Outlook integration.
Attachment import works with the formats permitted by storage. Files of a disallowed type are skipped, while the rest of the message imports normally.
Finding a document
There are three routes, in typical order of speed:
- From context — open the client or case and look at the attachments. Fastest when you remember what the file was for.
- From search — query clients, cases, tasks and attachments together.
- From the calendar — trace back from the obligation to the task, and from there to the file.
Why not folders
A folder structure requires whoever is searching to remember the logic of whoever filed. It works while the practice is one person; it stops working as soon as there are four, and becomes a real problem when someone leaves.
Anchoring the file to the client and the case replaces memory of the structure with memory of the work — which is the one people actually have.
Good practice
- Names with the reference period.
Accounts_2025.pdfrather thanAccounts_final_v3_OK.pdf. - Upload at the right moment, not "later": context is only clear when the file arrives.
- One place per file. Copies in a network folder reintroduce the problem you were solving.
- Identity documents and extracts at client level, not duplicated onto every case.