Add Documents, Files, Versions, Master Records & File Links

This article will walk you through the various steps when adding files to objects (Contract, Vendor, etc) in Gatekeeper.

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Estimated Read Time: 6 Minutes

Introduction

In today's digital age, managing and organizing contractual documents and files is essential for businesses. However, with so much data being generated every day, it can be challenging to keep track of everything. In this article, we'll walk you through the process of adding documents, files, file versions, master records, and file links to your contracts and vendors. So let's dive in and explore the various options for adding and organizing your files effectively.

 

Sections in this article:

Where to add files

How to add files

File Size Restrictions

Valid File Types

Adding versions to Files

Renaming Files

Setting a Master File

Who Can Perform these File actions?

 

Where to add files

Files can be added in several  areas, such as Suppliers, Contracts, Projects, and Entities.

Adding files is the same process for all areas, so this article should function as a safe set of instructions for all.

1. Start by selecting either Suppliers, Contracts, Projects, or Entities (depending on where you want to store your file) from the left navigation panel.

 

2. Once in your chosen area, open the record that you would like to add the file to.

3. Then, select the Files tab. 

 

The complete list of places you may upload files to Gatekeeper is:

• Supplier Files Tabs

• Contract Files Tabs

• Project Files Tabs

• Entity Files Tabs

• Messages

• AI Extract (.pdf only)

• Workflow Cards

  • Form Fields (using field type "Attached File" and "Attached File with Expiry Date")

  • eNegotiate Drafts (.docx only)
  • Publish Drafts/Upload Signed Files (.pdf only)
  • Workflow Messages

• Custom Fields (using field type "Attached File" and "Attached File with Expiry Date")

• eNegotiate Templates Configuration (.docx only)

 

How to add files

From the Files tab of any record, there are two ways to add a new file.

Option 1) Click on the blue Add New File Icon

 

Option 2) Click on the green "ADD" button and select "File"

 

These will open the "attach a file" view

Files can then be added by Uploading a file from your computer, connecting files through Google Drive, OneDrive or attaching of a File Link.

Upload

To upload a file from your computer:

Step 1) Click Upload & select the document/s from your computer & hit Open

To select multiple files to upload at once, select all relevant files by holding down ⌘ (MAC) or Ctrl (Windows) as you click each file

Gatekeeper will then load the file in your browser

Step 2) If applicable, hit Add Details to add a File Type / Expiration Date then hit ✅ Update

You can also do this by selecting the 3 dots next to the file after it has been uploaded

Step 3) Once the files have uploaded, hit Add this File ✅ to confirm the upload and store the document

File Size Restrictions

Google Drive

To add a file from Google Drive, click the Google Drive link.

Then, navigate through the tabs in the dialogue window to find the file you’d like to upload.

Select the file you’d like and then click Select.

(See this article for more information on setting up Google Drive for attachments)

 

File Link

To upload a file using a hyperlink, select the File Link option. In the dialogue window that appears, paste the URL of the file into the Link box.

Also, be sure to select the file Type from the dropdown. The other spaces are optional to fill, but include:

1. Title: The name of your file
2. File Type: This is an editable list for your categorising purposes. This list can be modified in the Dropdown Lists configuration options.
3. Expiry Date: The date when the file expires or is no longer relevant to the record (such as the expiry date of certification).
4. Description: A description of what the file contains

Once you’ve selected all the files you need to upload, select the green [Add this file] button. The files will be uploaded, and you'll see them in a list.

From here, you can see more pertinent details about your files, edit the metadata, preview your PDFs, or add & organise folders to keep your files in order.

 

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File Types

For Security & functionality reasons, Gatekeeper only allows the upload of the certain file types

Valid File Types ✅

Below is a list of the (most common) file types which are accepted to Gatekeeper.

• Key Document Types
  • .PDF -  These can also be viewed in Gatekeeper's native PDF Previewer
  • .docx - These can also be viewed/edited in Gatekeeper's native Office-for-the-web feature
• Other Key Document Types
  • .doc
  • .xls/xlsx
  • .ppt/.pptx
• Images/Misc
  • .zip
  • .jpg/.png

Excluded File Types 🚫

• .exe
• .js
• .sh
• .sql

 

 

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Adding versions to files

To create a new version of a File, select the ellipses next to the file you wish to create a new version of, then select New Version.

Browse through your computer to find the new version of the required file, add some comments if required, and then select Submit.

Once saved, you will then be able to view the history of that file

Which will allow you to see the full version history of that file.

 

Renaming Files

Step 1) Locate the object that hosts the file that you would like to rename

Step 2) Select the Files tab located at the top of the object

Step 3) Select the 3 dots next to the file that you would like to rename

Step 4) Select Rename from the menu

Step 5) Update the name of the file, then select Update

 

 

Setting a Master File

A Master File is only available within a Contract Record and is generally reserved for the executed agreement associated with said Contract Record.

 From the Files Tab, click the menu (three dots) to the right of the appropriate file before selecting "Edit"

3. Then simply check the box labelled "Master Record" and then click "Update"

All files designated as Master Record documents will have a corresponding label. 

 

Viewing the Master Record

In addition to the Files Tab, the document indicated as the contract's Master Record will be displayed at the bottom of the Data Tab within an embedded viewer. There are available menu options to search, navigate, print, download, and/or rotate directly from the viewer. 

 

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Who can Upload/Edit Files?

Adding Files

Any user has access to a Contract/Vendor record in the repository can add a file to that record

Only Global Administrators can upload files to the AI Extract view

Other methods of adding files (i.e. as via Workflow Form attachments) will depend on whether a user has been granted access to the specific form on the workflow. That is to say, if a user has been granted ownership of a workflow form where they can attach files, their profile settings do not matter

 

Editing Files

Global Administrators can edit/delete/rename any file in the Gatekeeper repository

This includes changing file data (like the Type/Expiry Date) and the "Master Record" setting for Contract Documents

 

Non-Global Administrators (i.e. Own-Team, Owned-Only or RBAC Admin Group Users) will be able to edit/rename files for records that they can access.

They will not be able to delete a file unless they are the "owner" of that file

i.e.  If they are the one who added it to Gatekeeper or if ownership is transferred to them

 

Collaborator users can only edit/delete files that they "Own" i.e. that they added to Gatekeeper

To Collaborators, all other files they have access to are "read-only"

 

 

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Additional Reading 📚

 

📖 Files Area Overview

Get a more in-depth summary of files storage & other file-related actions in Gatekeeper

 

📖 File Expiry Dates

Learn more about setting & using expiry dates for your Documents stored in Gatekeeper