Using the document repository

What's my plan?

The document repository is a shared storage space where you can keep documents that may be routinely used by many team members. It is managed by users with admin rights.

As with documents that Sell users upload and attach directly, documents in the repository can be attached to leads, contacts, and deals and also added to email messages.

For information about attaching documents to leads, contacts, deals, and email messages, see Attaching documents to leads, contacts, and deals.

Note: When you add a document to the repository, only users in the account who are below you in the user hierarchy will see it. Users at the same level as you or higher in the user hierarchy cannot see your documents. If you want every user in Sell to access a document, then the user who is highest in the hierarchy must upload the document.

This article covers how Admin users add and manage documents in the repository and includes the following topics:

• Adding documents to the repository
• Managing your repository documents
• File limitations and types

Adding documents to the repository

Only users with admin rights have access to add and manage files in the repository.

To add documents to the repository

1. Click your profile icon in the upper-right corner of the page header, then select Manage Repository.
2. You can either drop a document file on to the document repository window or select Upload from your computer.
3. If you chose the latter, locate the document on your computer, select it, and then click Open. The document is added to your list of repository documents.

Documents that have been added to the repository can be added to leads, contacts, and deals, see Attaching documents to leads, contacts, and deals.

Managing your repository documents

In the documents repository, you can view your documents, search for specific documents by name, and sort them by name and date.

You can also download the documents to your computer, upload a new version of the document, change document titles, and delete documents. When you select a file, you’ll see the manage options in the right panel of the repository.

Click the manage option you want to perform on the file. You’ll be prompted to complete the action.

Note: Updating, editing the title of, and deleting documents affects your entire Sell account. For example, when you update a document the new version will be updated whenever it’s been attached in leads, contacts, and deals. You can only delete documents from the repository that you’ve added yourself.

You multi-select files by pressing the SHIFT key while selecting files with your mouse.

File limitations and types

There are no restrictions on the size of individual files that you upload to Sell. However each Sell plan has a per account limit that is calculated by the number of users on that account. For example, if there are only two users on an account, and they each have 2GB that they can add, that's a total 4GB available between them. Meaning that one user could add 3 GB if the other only added up to 1GB.

a per user limit for document storage. For example, the document storage limit for each user on the Team plan 2GB. For the full list of document storage limitations per plan, see the Zendesk Sell plan comparison page. 

Sell supports uploading and storing the following file types: PDF, Word, Excel, Powerpoint, Pages, Keynote, PNG, and JPG.