Find any document in Files
One list of every document the dealership holds, on cars, deals, customers and leads, the dealership's own papers, and what you sent the assistant, with search, filters and expiry badges.
Files is the dealership's drive: every document you hold, in one list, wherever it was filed. Nothing moves; each file stays on its record, and Files shows them all together.
What's in the list
- On a record: the scans and PDFs filed on a car, a deal, a customer or a lead. The Where column names the record and links to it.
- Signed paperwork: each deal whose e-signing is complete, as one PDF with the signed forms and the certificate of completion. It cannot be edited or deleted.
- Dealership: your own papers from Settings → Dealer info: the dealer license, the tax ID certificate and sales tax filings, the insurance policy, the surety bond, the EIN letter and the rest. A badge shows when one expires within 30 days, and red within 7 or once it has expired.
- Waiting to be filed: photos and PDFs you sent the assistant that nobody has filed yet. Each is deleted 14 days after you sent it, and the list says when. Only you see your own.
Car photos stay on each car's Photos tab; they are not listed here.
Find a document
- Open Files in the sidebar (under Operations).
- Type in the search box to find by name, kind, car, customer or who added it.
- Use Where to show only record documents, dealership papers, or files waiting to be filed, and Kind to narrow to one kind (for example, titles).
- Open a row's menu and choose Open to see the file in a new browser tab, or Download to save a copy. Either way it goes through a short-lived link, and it is recorded in your audit log.
Edit, delete or upload a file
- Edit details: open a row's menu and choose Edit details. On a document filed on a record, change its name, its kind (for example, from Other to Title) and its note. On a dealership paper, change its number, state, dates and notes; only a paper of kind Other has a name of its own. The file itself does not change.
- Move to another record: a document filed on the wrong car, deal, customer or lead can be moved. Open its menu, choose Move to another record, and search by stock number, VIN, year, make and model, or a name. Pick the right record and choose Move. The document leaves where it was and shows on the new record.
- Delete: open the menu and choose Delete, then confirm. The document leaves its record and the file is removed from storage; this cannot be undone. Deleting a dealership paper that a dealer plate uses as its registration scan also unlinks it from the plate.
- Upload a dealership paper: choose Upload a dealership file at the top of Files. It is the same form as under Settings → Dealer info.
Owners and managers can edit, delete and upload the dealership's own papers; everyone else can open them. Anyone can edit or delete a document filed on a record, as on the record's own page.
Throw away a file you sent the assistant
A photo you sent the assistant by mistake does not have to wait 14 days. Open its menu and choose Discard. It is deleted for good, so this is only offered for files that were never filed.
To file a waiting photo or PDF instead, open its menu and choose File with the assistant: the assistant opens with the file attached. Tell it what it is ("the title for stock A100", "photos of the Civic", "my new dealer license"). It proposes a card, and nothing is filed until you approve it.
FAQ
Can I upload or rename files here?
Yes: rename any file with Edit details, move a document to another record with Move to another record, and upload a dealership paper with Upload a dealership file. A document for a car, deal or customer is still uploaded on that record's page (the Documents card).
Why don't I see everything?
Files lists the newest 500 documents on records. Older ones are on each record's own page. Files you sent the assistant are listed only for you.
Is opening a file tracked?
Yes. Every open mints a link that expires in five minutes, and the open is recorded in the audit log, because these scans can hold a customer's personal details.