Files and documents
Files can be attached to every request and shipment: contracts, specifications, consignment notes, waybills, cargo photos, acceptance certificates, scanned copies. LogiFlow keeps the files in an isolated protected storage outside the public web directory: a file cannot be downloaded directly through a guessed link — access goes only through a protected endpoint with a permission check.
Where the files are
In the request or shipment card — the Files tab.
Access to the files is determined by the role and the membership of the company, not by markers on individual files.
- Administrator, Head, Manager — full access to the files of the requests and shipments of their company.
- Warehouse worker — can view and download files; a warehouse worker cannot upload shipment files; they can delete only the files they uploaded themselves.
- Client — always sees and downloads the files of their own requests; while a request is in the primary status they can upload and delete files and folders in it. The files of shipments are unavailable to the client — the tab is hidden.
There is no separate "show this file to the client / this is an internal document" flag in the system. Visibility works at the level of the whole record and the role, not of an individual file.
Since access to the request files is open to the client entirely, internal documents must not be put into a request — the contract with the carrier, the subcontractor's rate, the correspondence. The shipment card exists for those: its files are not visible to the client in any status.
As soon as a request leaves the primary status, the client keeps view and download access but can no longer upload or delete anything — on an attempt the system will answer "Changes are only possible while the request is in the primary status".
Uploading files
- Open the Files tab.
- Drag a file into the window or click Upload and select a file from your computer.
- You can select and upload several files at once.
- After the upload a progress indicator appears; once it reaches 100%, the file is saved.
Supported formats
Only files from the allowed list of types can be uploaded:
- Documents: PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX.
- Images: JPG, JPEG, PNG, GIF, BMP, TIFF, WEBP, HEIC, HEIF.
- Text and data: TXT, CSV, RTF.
- Archives: ZIP, RAR, 7Z.
The list of formats is closed. Files of other types, especially potentially dangerous ones (executables .exe, .bat, .msi, scripts .js, .py, .sh, .php, libraries .dll and so on), are rejected by the system on upload. This protects against the uploading of disguised malicious files. Not only the extension is checked but the content type as well.
Size restrictions
The size limit depends on the category of the file:
| Category | Maximum size |
|---|---|
| Images (JPG, PNG, HEIC, …) | 10 MB |
| Documents (PDF, DOC, XLS, PPT, …) | 25 MB |
| Archives (ZIP, RAR, 7Z) | 100 MB |
| Other allowed types (TXT, CSV, RTF) | 50 MB |
Different upload dialogs show their own approximate size ceiling in the interface: when creating a request — 50 MB, when uploading the files of a shipment — 100 MB. Those are the client-side hints of a specific form. The decisive ones remain the server-side limits per category from the table above (for example, an image must still not exceed 10 MB, a document 25 MB). In both dialogs up to 50 files can be selected per upload.
Besides the application limits, the company's web server may have its own ceiling on the request size. If a very large file will not upload, the reason may be in that server setting — check with the administrator.
Folders
So that the tab does not turn into a dumping ground, create folders:
- Click Create folder and enter a name.
- Upload the files into the required folder.
Folders are supported both for requests and for shipments.
In the current version you cannot:
- move an already uploaded file from one folder to another;
- rename a file.
That is why you should choose the folder at upload time. If a file ended up in the wrong folder or with an unfortunate name, delete it and upload it again into the required folder with the required name (the name is taken from the uploaded file).
Typical folders in logistics companies:
- From the client — the order, the specification.
- From the carrier — the bill, the contract, the waybills.
- Warehouse — photos at loading/unloading, consignment notes.
- Closing documents — acceptance certificates, VAT invoices.
- Internal — working documents (a reminder: the client does not see shipment files anyway).
Downloading
Clicking a file opens it (for PDFs and images) or starts the download (for the other formats). Images in the HEIC/HEIF format are automatically converted to JPEG for viewing so that they display correctly in the browser.
Deleting
Deleting a file is irreversible — there is no recycle bin and no restoring.
A deleted file cannot be restored. Delete only duplicates and obvious rubbish, and be especially careful with closing documents. Since a file cannot be moved, the only way to "fix" a wrong upload is to delete it and upload it again.
Files can be deleted by the roles from manager and above; a warehouse worker can delete only the files they uploaded themselves.
File security
LogiFlow protects the files with several mechanisms:
- Isolated storage. The files lie outside the public directory of the site — the web server does not serve them as static content. A file can only be obtained through a protected endpoint.
- A permission check on every request. On download the system checks: a superuser, or an employee of the same company as the request/shipment, or the person who uploaded the file themselves. Otherwise access is denied.
- Protection against escaping the storage. Path substitution (an attempt to "break out" into system directories) is blocked.
- Type control at upload. Both the extension and the content type are checked; dangerous formats are rejected.
- Server-side logging of the operations. Uploads, downloads and deletions are written to the application's technical logs (on the server side). This is a journal for the platform administrators and the operations team; there is no separate user-facing "file activity log" tab in the interface.
So that no false expectations arise:
- The system does not store a file checksum to check whether it has been "substituted or not" — there is no integrity guarantee through a hash at the product level.
- There is no moving of files between folders and no renaming (see above).
- There is no marking of individual files as "visible to the client" — access is managed by the role as a whole.
- There is no recycle bin and no restoring of deleted files.
Temporary files when creating a request
If files need to be attached before the request is saved, they are placed into the user's personal temporary storage and, when the request is saved, are transferred to it. The temporary files are isolated per user and are cleaned up periodically, so do not use this storage for long-term keeping — save the request.
Common mistakes when working with files
- "The file will not upload." Check the format (it must be in the list of supported ones) and the size (the limit depends on the category; archives — up to 100 MB).
- "I uploaded an archive with a program / a script — it was rejected." Executable files and scripts are forbidden. Package them safely or send them through another channel.
- "I want to move a file into another folder." Moving is not supported — delete it and upload it again into the required folder.
- "The client cannot see the documents." Check where they have been uploaded: the client sees and downloads the files of a request, but not the files of a shipment, and that is the standard behaviour.
- "The client cannot attach a document." The request has already left the primary status — after that only viewing remains available to the client. Upload the file on their behalf or move the request back into the primary status.
- "I deleted a file I needed." Restoring is impossible — upload the file again from the source.
What's next
- Requests and Shipments — where files are attached.
- Print templates — generating documents from the system.