External Documents can be organised using categories to make them easier to manage and locate later.

Categories help you group similar documents together, which becomes especially useful as your document archive grows.

For example, instead of searching through every stored file, you can filter documents by category to quickly find what you need.

Why Use Categories

Categories make it easier to organise documents such as:

• Compliance certificates
• Insurance documents
• Guarantees and warranties
• Inspection reports
• Third-party paperwork
• Product documentation

Using categories keeps your records clear, structured, and easier to navigate.

Example Category Structure

Many businesses use categories similar to the following:

Certificates

• Gas Safety
• Electrical Certification
• Installation Certificates
• Compliance Reports

Insurance

• Public Liability Insurance
• Contractor Insurance
• Equipment Insurance

Guarantees & Warranties

• Product Guarantees
• Manufacturer Warranties
• Installation Guarantees

Reports

• Inspection Reports
• Service Reports
• Test Results

These categories make it much easier to find documents when you need them.

Filtering Documents by Category

The External Documents page includes filters that allow you to quickly locate files.

You can filter documents by:

• Category
• Customer
• Linked document
• Date
• Search keywords

This allows you to quickly narrow down large document lists.

For example, you could filter to show:

• Only Certificates
• Only documents for a specific customer
• Only documents linked to a particular invoice

Best Practices for Organising Documents

A few simple habits can keep your document archive tidy and easy to manage.

Use clear document titles

Instead of uploading files with generic names like:

certificate.pdf

Use descriptive titles such as:

Electrical Installation Certificate – Kitchen Rewire

Use categories consistently

Avoid creating too many similar categories.

For example, choose either:

• Certificates

or

• Compliance Certificates

…but avoid using both unless they represent clearly different types of document.

Link documents when relevant

Whenever possible, link documents to:

• The customer
• The related quote or invoice

This helps keep all paperwork connected to the job it relates to.

Lock important documents

If a document is important or legally relevant, consider locking it.

This prevents accidental deletion and protects important records such as:

• Insurance documentation
• Compliance certificates
• Official reports

Keeping Your Records Organised

External Documents allow you to keep all supporting paperwork for your business in one place.

By using categories, linking documents, and applying locks where necessary, you can maintain a clear and organised archive that is easy to manage and easy to search when needed.