My Documents
Your file library inside TotalApp — upload, organise, and connect any file to the rest of your work.
Overview
My Documents is your file library inside TotalApp. Upload any file — PDF, Word, Excel, PowerPoint, images, video, audio, code, archives, and more — into a single organised workspace scoped to your user account. It's the place every other file-driven feature in TotalApp connects back to: a spec sheet you upload here can be linked to the project it belongs to, and turned into a reusable knowledge source that grounds AI answers everywhere from Writer Tools to the shop floor.
Two recent additions make the screen considerably more useful than a plain upload box:
- Add to Knowledge — send any uploaded file straight to My Knowledge in one click. TotalApp extracts its text server-side and stores it as a reusable Attach Knowledge source, without re-uploading the file a second time or leaving the screen.
- Company-wide reach — once a document's content lives in My Knowledge, you can mark it tenant-wide so colleagues can draw on it too — in their own Writer Tools, and in the AI Assistant panels of CRM Pipeline, Warehouse Inventory, Manufacturing Shop Floor, and Field Service Knowledge Base.
In short: My Documents is no longer just where files sit — it's the on-ramp that turns an uploaded file into knowledge the rest of the app (and the rest of your team) can actually use.
Key Features
Upload Any File Type
PDF, Word, Excel, images, video, audio, code, archives, JSON, and plain text are all supported.
Dashboard Stat Tiles
At-a-glance counters above the table: total files, files added this month, files linked to a project, and files already in My Knowledge.
Table View
Title, Source, Project, and Date columns with a compact "..." row menu for every row action.
Link to Project
Link any uploaded document to a Project Management project so it lives alongside the related work, and find it again via Project Assets on that project's row.
Add to Knowledge
Send an uploaded document straight to My Knowledge in one click — its text is extracted and becomes a reusable Attach Knowledge source, no re-upload needed.
My Knowledge Shortcut
A one-click button at the top of the screen jumps straight to My Knowledge — no need to change AppMode or hunt through the sidebar.
Supported File Types
My Documents accepts far more than office documents — it's a general-purpose file library:
| Category | Extensions |
|---|---|
| Documents | PDF, Word (DOC/DOCX) |
| Spreadsheets | Excel (XLS/XLSX) |
| Presentations | PowerPoint (PPT/PPTX) |
| Text | TXT, CSV |
| Code | JS, TS, JSX, TSX, Python, Java, C++, C#, Go, Rust, HTML, CSS, SQL |
| Data | JSON |
| Images | JPG, JPEG, PNG, GIF, SVG |
| Video, audio & archives | Common formats accepted as generic uploads |
Each file type gets a distinct icon in the table view so you can scan a long list at a glance.
Storage & Plan Limits
Per-file size and total storage are capped based on your subscription plan. Uploads over the limit are rejected with a clear error before any data is written.
| Plan | Max File Size | Max Total Storage |
|---|---|---|
| Starter | 2 MB | 20 MB |
| Basic | 5 MB | 100 MB |
| Standard / Pro / Enterprise | Unlimited | Unlimited |
Add to Knowledge — How It Works
Every uploaded file can be turned into a reusable AI knowledge source without leaving My Documents:
- Open a document's ... row menu and choose Add to Knowledge.
- TotalApp reads the file from storage and extracts its text (PDF, DOCX, TXT, and MD are supported for text extraction).
- A new source appears in My Knowledge with the same title — ready to attach in any Writer Tool or supported AI Assistant panel.
From private to company-wide
A source added this way is private to you by default, exactly like any other My Knowledge source. Open My Knowledge and toggle it to tenant-wide to make it available to every colleague's Attach Knowledge picker — including the CRM Pipeline, Warehouse Inventory, Manufacturing Shop Floor, and Field Service Knowledge Base AI Assistants.
Only works for files uploaded after this feature shipped
Add to Knowledge relies on a reference to the file saved at upload time. Documents uploaded before this feature existed won't show the option — re-upload the file once to enable it.
Row Menu & Quick Navigation
Every row's actions live behind a single ... menu button, keeping the table clean:
- View — opens the Document Viewer modal, with markdown-formatted content (headings, bold, lists) rendered properly instead of raw syntax. If the document was shared by a teammate, the viewer shows "shared by [name]" in the header.
- Download as PDF — generates a PDF client-side via jsPDF, no server round-trip.
- Print — sends the document straight to your browser's print dialog.
- Link to Project — opens a modal to link/unlink the document from a Project Management project.
- Add to Knowledge — greyed out once a document has already been added, so you can't create duplicate Knowledge sources for the same file by clicking twice.
- Delete — a second click confirms permanent removal.
Above the table, a row of dashboard stat tiles (Total Files, This Month, Linked to Project, In Knowledge) gives an instant read on your library, and a My Knowledge shortcut button next to Upload jumps you straight to that screen.
Quick Start
- Go to My Workspace → My Documents.
- Click Upload and choose a file from your computer.
- Once uploaded, use the row's ... menu to view, download as PDF, print, link to a project, or add it to My Knowledge.
Tip — Add to Knowledge
Uploaded a spec sheet or reference doc your Writer Tools should know about? Use Add to Knowledge from the row menu to make it available in every Attach Knowledge picker across the app — without re-uploading it a second time.