--- title: "Documents" description: "How to use Documents in Sapera to create, organize and attach notes and files — with folders, search, moving and permissions." url: https://support.sapera.io/en/articles/122-documents collection: "Documents" updated: 2026-06-11 language: en alternates: [da] --- # Documents How to use Documents in Sapera to create, organize and attach notes and files — with folders, search, moving and permissions. ## What is Documents? The **Documents** screen is Sapera's built-in archive for notes and attached files. Here you can create a note with a subject and a descriptive text, attach files (e.g. PDFs, images or spreadsheets) and organize it all in a folder tree. This way you gather documentation in one place and can find it again when you need it. The screen consists of two main areas: a **folder tree** on the left side, showing the folder structure, and a **note list** on the right side, showing the notes in the selected folder. ## How to find Documents You can open Documents from both Financial and Pos: \- In **Financial** you select **Documents** and then **Documents** in the menu. - In **Pos** you likewise select **Documents** and then **Documents**. The same screen also appears embedded as a **tab** in a number of other places in Sapera — for example on invoices, sales orders, accounts, voucher entries and on actor-related notes. Here it works in exactly the same way, but shows only the notes belonging to the specific invoice, order or account. If you cannot see the menu item, you most likely lack permissions — contact support. ## The note list Once you have selected a folder, the right panel shows an overview of the notes in the folder. The overview is paginated, so you can page through if there are many notes. Each column can be filtered and sorted, and you can customize which columns are shown. The available columns are: **Date:** The date the document concerns. You specify the date yourself at creation or when editing the note — it is not necessarily the same as the creation date. **Subject:** A short title that classifies what the note is about. **Note:** The actual content/description of the note. **Created on:** The date the note was created in Sapera. **Created by:** The employee who created the note. **Updated on:** The date of the latest change. **Updated by:** The employee who last changed the note. **Org. unit:** The organizational unit the note belongs to. **Owner:** Shown in certain contexts (e.g. when Documents is embedded as a tab on an entity) and indicates which entity the note is linked to. You can filter on all columns to quickly narrow down the list. ### Search At the top of the list there is a free-text field where you can search across the notes. Type your search text to filter the list, and use the **Clear** function to remove the search again. Read more in [How to search in lists](https://support.sapera.io/en/articles/545-sadan-soger-du-i-lister.md). ## The folder tree In the left panel you see the folder structure as a hierarchy. At the top is the root folder **\[Uncategorized\]**, where all notes without a specific folder are gathered. Below it you can create your own folders and subfolders, so the documentation becomes easier to overview. When you select a folder in the tree, the note list on the right shows exactly the notes that are in the selected folder. ### Create subfolder Select a folder (not the root folder) and choose **Add subfolder**. In the dialog you specify a **Folder name** (mandatory). If the folder is created under another folder, the parent folder is shown as a read-only label, so you can see where it is placed. ### Edit folder Select a folder (not the root folder) and choose **Edit folder** to rename it. You edit the folder name in the same dialog used for creation. ### Delete folder Select a folder (not the root folder) and choose **Delete folder**. A folder can only be deleted if it is completely empty — i.e. contains neither notes nor subfolders. Move or delete the content first if the folder cannot be deleted. ## How to create a document 1\. Open **Documents** from Financial or Pos (or open the Documents tab on the invoice, order or account the note is to belong to). 2\. Select the folder the note is to be placed in. 3\. Click the blue button with the plus symbol (**Create**) at the top. 4\. Fill in the fields in the dialog. 5\. Click **Save**. ### The fields in the create/edit dialog **Subject:** A short, descriptive title for the note. The field is mandatory and can hold up to 255 characters. **Note:** The actual content. Note that this is a **rich text editor**, not just an ordinary text field — you can format the text with bold, italic, lists, headings and more. The field is mandatory. **Date:** An optional date picker where you specify the date the note concerns. ## Attachments In the create/edit dialog there is an **Attachments** tab where you can attach files to the note. This is where you upload, e.g., PDFs, images or other documents. The tab shows the attached files with the columns **File name**, **Content type** and **Created on** You can work with attachments in the following ways: **Add attachment:** Choose **Add attachment** to upload a file. You can also **drag files directly onto the tab** (drag-and-drop). **Delete attachment:** Select a file in the list and choose **Delete** to remove it from the note. **Download attachment:** Select one or more files and choose **Download** to download them to your computer. ## View, edit, move and delete notes **View:** Select a note and choose **View** to open it in read-only mode. This is used when you want to read a note without changing it — or when you do not have permission to edit it. **Edit:** Select a note and choose **Edit** to edit it. The dialog is the same as when creating. **Delete:** Select a note and choose **Delete** to remove it. **Move:** Select a note and choose **Move** to move it to another folder. In the **Move to folder** dialog you select the target folder. (The Move button is shown on the standalone Documents screen.) **Refresh:** Choose **Refresh** to reload the list if you want to make sure you see the most recent notes. ### Double-click If you double-click a row in the list, the note opens automatically: in **Edit** mode if you have edit permission, and otherwise in read-only **View** mode. ## Permissions You can always **edit and delete your own notes** — that is, the notes you have created yourself. To edit or delete notes created by **other** users, a special permission is required. If you do not have the permission, you can still open others' notes in read-only view, but the buttons for editing or deleting will not be available. If you lack access to features you need, contact support. Note for administrators: editing others' notes is controlled by the media permission **EntityNoteEdit**, and deleting others' notes by **EntityNoteDelete**. * * * **Want to know more?** Read more in these related articles: [ Document types Set up and manage document types in Financial. Document types are used to categorize attachments on sales invoices, sales orders, sales quotes and purchase invoices. ](https://support.sapera.io/en/articles/167.md)