Documents

Documents is your organization's shared library. Write a buyer guide once, upload a signed brochure or a price list, and everyone on your team can put it in front of a customer without hunting for the file or re-sending an old attachment.

A document lives in one place, so updating it updates it everywhere. The share link you sent last month keeps pointing at the current version.

Documents is part of a paid plan. It needs an active subscription, either a per-seat platform subscription or a lead plan. Without one the library, the attachment sections and the email composer's document picker are replaced by a plan prompt, and any share links you have sent stop opening until you subscribe again. Nothing is deleted in the meantime.

Two kinds of document

Written documents are the ones you type in Fondaro, and they stay editable for as long as you keep them. Headings, lists, links, tables, checklists and images all work, and the public view renders them as a clean page on any screen.

Uploaded documents are PDFs, up to 25 MB per file. They are stored exactly as you uploaded them and are never converted or rewritten. Fondaro does not accept Word files: export to PDF first, or write the content in Fondaro instead.

The library

Documents in the sidebar opens the library. A search box across the top looks through titles as you type, and two filters sit beside it:

• The type filter ticks Documents, PDFs, or both.
• Admins also get the same people picker as the rest of the CRM: Just me, Everyone, or a few colleagues. Members see everything they are allowed to see.

New opens a short menu with two ways to start. New document creates an empty written document and opens it straight away. Upload PDF opens a small window where you can drop a file or pick one, give it a title, and upload it. Anything over 25 MB, or anything that is not a PDF, is refused before the upload starts and tells you why.

Below the toolbar is a grid of cards with everything you are allowed to see. Cards are grouped by when they were last changed, under Today, Yesterday, This week and Earlier, and each card shows a small picture of the document (a written page, or a PDF sheet with its tag) above:

• the title
• how long ago the document last changed, and who made it (Me when it is yours)
• Public link, when the document has one

Clicking a card opens the document. The ⋯ menu in the card's corner does the same job without leaving the library: Open, Share, Pin to sidebar, Download, Attach to lead and Delete. On a written document, Download opens onto Download as PDF and Download as Word; on an uploaded PDF it downloads the file straight away. Those actions take effect immediately, so a deleted card disappears as you click rather than after a wait.

Documents in the sidebar

Documents in the sidebar unfolds onto a short list of documents, so the guides your team reaches for are one click away from any page: a lead, a call, a report. Click a row to open a read-only preview of that document in a panel over the page you are on; Open document in the panel takes you into the full editor, and All documents at the foot of the list is the library.

Which documents appear there is up to you. Pin to sidebar, in a card's ⋯ menu or in the preview panel, pins a document for everyone in your organization; pinned documents show a small pin on their card and fill the list newest pin first, up to five. While nothing is pinned, the list shows the three most recently changed documents instead. You can pin your own documents; admins can pin anyone's. Members only ever see documents they are allowed to see, pinned or not.

Click the Documents row itself to fold the list away when you do not need it. Your choice is remembered in that browser.

Writing and editing

Opening a written document gives you three things and nothing else: a title bar, a formatting toolbar, and the page you are writing on.

The title bar holds the title, which you edit in place, and a quiet status note that says Saved, Saving, Unsaved, Could not save or Read only; clicking Could not save tries the save again. On the right sit Share, Download, Details and a ⋯ menu with Attach to lead, Attach to listing and Delete, the same controls a report page has. There is no back button, because the breadcrumb above is the way back to the library.

The toolbar underneath carries the formatting that survives being saved and shared:

• undo and redo
• a Text style menu: Normal, Heading 1, Heading 2, Heading 3 and Quote
• Bold, Italic, Strikethrough and inline Code
• Link, Image, Table and Checklist
• bulleted and numbered lists, with outdent and indent
• a horizontal Divider, and Clear formatting

Font faces, sizes, colours and text alignment are deliberately absent. Documents are stored in a portable format so they can be exported and published anywhere, and a control whose formatting quietly disappeared when you saved would be worse than no control at all.

You can paste or drag an image straight into the body and it is uploaded and placed where your cursor was. Images are stored privately like everything else here, so they keep working inside the document without ever being publicly readable on their own. If an image fails to upload you get a message and the image is left out, rather than quietly bloating the document.

Your work saves itself. A moment after you stop typing, the change is on its way, and the status chip settles back to Saved. There is nothing to press, and nothing spins over what you are writing. Renaming a document reorders it in the library immediately.

Opening an uploaded PDF shows the file itself instead of an editor, with buttons to reload the preview, open it in a new tab, or download it.

Only the person who created a document, or an organization admin, can rename, edit, share, or delete it. Everyone else who can see it reads it, and can still attach it to a lead or send it. Read-only viewers get no toolbar and a Read only chip in the title bar.

The Details panel

Details in the title bar slides out a panel on the right with everything about the document rather than in it:

• Visibility, with Change to open sharing, and the Share link when there is one
• Attached leads, each one detachable from here
• Attached listings, likewise
• Members, the colleagues pinned to the document, with a picker to add or remove them
• who created it, when it was created, and when it last changed

The panel opens from what is already loaded, so it appears the moment you click. Close it and the page is exactly as you left it. Whether it is open or closed is remembered in your browser, per person.

Downloading a document

Download in the title bar, and in the row menu in the library, gives a written document two choices: Download as PDF or Download as Word. An uploaded PDF simply downloads as itself.

Who can see a document

Every document has one of three visibility states.

New documents start private. Moving one to Team is how you hand it to your colleagues. Only the person who created a document, or an organization admin, can change, share, or delete it, but any colleague who can see it can attach it to a lead or send it.

Visibility travels with the document, not with the place you put it. A private document attached to a lead your whole team shares stays invisible to everyone but you and your admins.

Sharing a document publicly

Share on the document page opens a window with the three visibility states as one choice, plus the link once there is one. Pick Public link, optionally set an expiry date, and press Create link: the link is created and copied to your clipboard in the same moment. Come back later and the window shows the live link with a copy button, the expiry, and Revoke link.

Sharing publishes the document at a Fondaro address of the form https://www.fondaro.com/d/…. Anyone with that address can open it. No Fondaro account, no sign-in, and nothing else about your organization is revealed: the page shows the document, and nothing about who else it went to.

Written documents render as a page. PDFs open in the viewer with a Download PDF action. Share pages are never indexed by search engines.

A few things worth knowing before you send one:

• Links do not expire by default. A guide you linked from an email six months ago still opens. You can set an expiry date when you create the link if you want one.
• Revoking is instant, and it is permanent for that address. Anyone who already has the link stops being able to open it, and they see a short page saying the link is no longer available rather than an error.
• Sharing again after a revoke creates a different link. That is deliberate: revoke is a real off switch, so links you already sent stay off. If you revoke, remember to send the new link to anyone who still needs it.
• Revoking takes the link down, not the document. It stays in the library at team visibility, and your colleagues keep using it.

Updating a shared document is safe at any time. The link stays the same and readers see the new version the next time they open it.

Attaching to leads and listings

A Documents card sits on the lead detail page and on your own listings' overview. Use Attach a document to search the library and pin one in place. You can also start from the document itself, with Attach to lead or Attach to listing in the ⋯ menu.

• Attaching and detaching take effect immediately and are safe to repeat. Attaching the same document twice keeps the original record rather than creating a duplicate.
• The lead's timeline records that someone attached a document, so the team can see when it happened and who did it.
• The card shows only documents you are allowed to open, and attaching one never gives anyone access they did not already have.
• Detaching leaves the document untouched in the library.

See Managing Leads for the lead card and Listing Workspace for the listing one.

Sending a document in an email

The email composer on a lead has an Insert document action beside the draft controls. It opens the library, searchable, with two ways to include a document.

Link drops a share link into the body where your cursor is. If the document already has a live link, it goes in straight away. If it does not, Fondaro asks you to confirm first, because creating the link makes the document readable by anyone holding the address. Nothing is published without that confirmation.

Attach file sends the file itself, for documents you would rather not publish. It is limited to PDFs, up to three files and 10 MB in total, and the picker shows how much of that budget you have used. Written documents cannot be sent as attachments, so insert those as a link.

Links are usually the better choice. They keep the email small enough to reach any inbox, they keep working as you edit the document, and you keep the ability to switch them off later. Sent documents appear as small chips on the email entry in the lead timeline.

Ask Fondaro and connected assistants

Ask Fondaro can work with the library. It can list your documents, read one, and see which documents are attached to a lead, all on its own.

Everything that changes something is proposed rather than done. Writing a new document, editing one, publishing or revoking a share link, and attaching or detaching a lead all arrive as a proposal you approve or reject first. That includes publishing: the assistant can never make one of your documents public without your click.

Assistants you connect over Fondaro MCP, such as ChatGPT or Claude, reach the same nine document actions through the documents:read and documents:write scopes. Uploading a PDF and deleting a document stay in the dashboard on purpose.

Deleting a document

Delete sits in the ⋯ menu on the document page, and in the row menu in the library, and asks you to confirm first. Deleting removes the document, its file, and every attachment record. Any share link stops resolving. This cannot be undone, so revoking the link is usually the better move when you only want to stop people reading it.