Files
Requires.
- Files with View to see the list.
- Files with Create to upload new files.
- Files with Modify to edit metadata or replace files.
- Files with Delete to delete.
The Files tab is the customer's catch-all document folder — a place to keep scanned contracts, site photos, wiring diagrams, insurance certificates, letters from the customer, receipts, whatever doesn't belong on a more specialized tab.
If the document needs a signature, use E-Docs instead — that's the structured e-signature flow. If the file is a system-generated artifact (a rendered invoice PDF, a statement), those attach to their originating record automatically and don't need to live here.
Getting here
- Click Files in the customer's header tab bar (folder icon). The tab shows a count of active files.
- Or navigate directly to
https://portal.securitytrax.com/{your-company}/customers/{id}/customer-files.
The list
Each row shows one file:
- File name — the original filename plus any rename you gave it.
- Category — the file-type category your company has defined (e.g. "Contract", "Site Photo", "ID Document"). Blank if no category is set.
- Description — a free-form note if one was added at upload time.
- Uploader — the user who uploaded it.
- Upload date — when it was added.
- Size — the file size.
- Actions — Download, Edit (rename/category), Delete (if you have permission).
Click Download to pull a copy to your device. Click the file name to open a preview in the browser where supported.
Uploading a new file
Click + Upload File (or the Create button on the list toolbar).
Upload form
| Field | Required? | Type | Validation | Notes |
|---|---|---|---|---|
| File | Yes | File picker | Max size per your company's config (often 25 MB); typical allowed types include PDF, DOCX, XLSX, JPG, PNG, HEIC | Drag-drop or click to browse. |
| File name | No | Text | 1–255 chars | Defaults to the uploaded filename; edit to rename before saving. |
| Category | Recommended | Select | From your company's file-category catalog | Categorizing makes files easy to find later and feeds reporting. |
| Description | No | Text | — | A short note about what this is. |
Click Save to commit. The file uploads, metadata gets saved, and it appears at the top of the list.
While uploading
Large files show a progress bar. Don't close the tab or navigate away until the progress completes — uploads are tab-bound.
Editing a file's metadata
Click the file's name in the list to open the edit form. You can rename, change the category, and update the description. To replace the file itself, you can usually re-upload — the exact UI depends on your company's configuration. When in doubt, delete and re-upload.
Deleting a file
Click the file's name to open the edit form, then click the red Delete button. SecurityTrax asks for confirmation; click Delete to confirm. Deleted files are removed from this tab but — depending on your company's retention policy — the underlying file blob may be retained for audit or legal reasons. Check with your admin if you have compliance concerns.
File storage and security
- Encrypted at rest. SecurityTrax stores all customer-attached files in an encrypted object store. They're only accessible to users with the right permission on the customer's location.
- Scanned for malware on upload. If a virus scanner is configured, uploads are checked before being accepted.
- Audit log. Every upload, download, edit, and delete is logged. See History.
Warning. Don't upload files that contain unmasked sensitive data (full credit card numbers, unmasked SSNs, banking credentials) unless your company's compliance policy specifically permits it. Structured fields on Credit Checks and Billing Methods encrypt those values and expose them only to users with elevated permissions — files don't.
Related
- E-Docs — the flow for documents that need customer signatures.
- Notes & Tickets — for free-form customer notes that don't need a file attached.
- History — the audit log, including every file upload and delete.
- Home — the customer landing page.