Upload a document
Every file in Saudaflow is a version of a document row on a booking. You pick the row first and the file second — which is why the file always ends up in the right place, and why nothing you upload ever replaces what was there before.
- Where this is
- Open the booking → Documents tab → the document’s card → Upload version. Identity documents are the same move on the Customer Wall tab.
- What you need
- The documents · create permission, and the booking inside your data scope.
Pick the row, then the file.
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Open the booking and find the document
The Documents tab groups cards by the desk responsible — Sales, Legal, Accounts, Post-sales — so the allotment letter sits with Legal whoever is uploading it. If the document you want is not on the wall, add it as a custom row first; there is one row per document per booking and the database will not accept a second one of the same kind.
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Press Upload version and choose the file
The button opens a file picker. There is no drag-and-drop target and no camera capture on this screen — on a phone, the browser’s own picker will offer the camera roll, which is usually what you want for a scan.
Accepted: PDF, JPG, PNG, WEBP. Up to 8 MB.
The file picker in this build also offers .doc and .docx. The server does not accept them — it decides a file’s type from its contents, not its name, and Word is not on the list. Export to PDF before you upload. We would rather print that here than let you find it in the dialog.
Plain text is accepted too. Everything else, including ZIP archives and spreadsheets, is refused.
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Write the version note
One line saying what changed. It is not decoration: the reviewer who opens the versions drawer six weeks from now reads your note before they open your file. “Corrected the carpet area in clause 4 and re-scanned page 2” is the shape of a good one.
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Upload
Press Upload v2 — the button carries the version number you are about to create — or ⌘/Ctrl + Enter from anywhere in the dialog. Four things happen, all of them recorded:
- The file becomes the next version of that document, with your name, the time and your note. Nothing is overwritten; the previous version stays downloadable.
- If the document was Pending, it moves to Drafted — or to Collected for an identity document — noted as “Auto-moved on file upload”. There is no second step to remember, and no notification is sent for a move that is really bookkeeping.
- The booking’s activity gets a line: Agreement for Sale — version 2 uploaded.
- An audit row records who uploaded, the version before and after, and the request it came from.
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Check it landed
The card shows the new version number, and the versions drawer lists every version with its uploader, time and note. Each row downloads. If your organisation runs Buyer Connect, the buyer’s copy of that document becomes downloadable to them at the same moment — see sharing with a buyer before you upload something they should not read.
On our server, under a path the server chose.
An earlier version of this page said files were encrypted before reaching a cold-storage tier in a named region. None of that was true: there is no encryption on the document path, there is no second storage tier, and we are not making claims about where data sits until we can stand behind every one of them on every page. Here is what actually happens to the bytes.
- The path is generated, never taken from you. The file is written to attachments/<your org id>/<random id>.<ext>. The extension comes from what the bytes actually are, so renaming invoice.exe to deed.pdf gets you a refusal, not a stored executable.
- Your filename is kept for display only. It shows on the version row so you recognise the file. It never becomes part of a path.
- Bytes land before the row commits. If the database write fails, the file is removed — you never end up with a version row pointing at nothing, or a file nothing points at.
- The store is append-only for the application. On the attachments table the app holds insert and read rights and nothing else. Not a user, not an admin, not a bug can overwrite a filed document.
- Reading it back re-proves the booking. A download resolves the document, then the booking, then your scope on that booking — the same gate the booking itself uses.
What we are not claiming
Documents are not encrypted file by file. There is no second storage tier and no object store. Backups are nightly, on the same machine. The one thing in Saudaflow sealed with its own key is a call recording, which is a different module.
The three messages you may see, and what they mean.
The dialog prints the server’s reason word for word rather than a friendly summary of it, so what you read here is what you will read there.
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“This file is not an accepted type…”
The full line ends (the file’s content decides, not its name). Almost always a Word file, a ZIP or a spreadsheet. Export to PDF and upload again. Renaming the file will not help — that is the point of the message.
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“File is too large (12.4 MB). The maximum is 8 MB.”
Usually a scan at 600 dpi. Re-scan at 200–300 dpi in greyscale, or split a long agreement across two versions with notes saying which pages each holds.
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“The file is empty.”
A zero-byte file — typically a scan interrupted midway, or a cloud-drive placeholder that was never downloaded to the device. Open the file yourself first, then upload.
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“You need permission to create documents.”
Uploading a version is documents · create. Your admin grants it per role in Settings; the refusal names the permission so you know what to ask for.
Ways a document cannot reach Saudaflow.
Each of these was described on the old version of this page. None of them exists, so nobody should be waiting for a file that will never arrive.
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No e-mail forwarding
There is no inbox address for your workspace and nothing parses inbound mail. A scan e-mailed to anyone at Saudaflow does not become a document. Someone on your team opens the booking and uploads it.
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No drag-and-drop
Dropping a file on the dialog does nothing. Use the picker.
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No capture from the field app
The Android app’s camera is used for site-visit check-in photos. It has no document wall and no document upload. On a phone, open the booking in the browser.
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No bulk import, no auto-filing
You cannot upload forty PDFs and have them sorted onto bookings, and nothing reads a document to decide what it is. Inventory imports by CSV; paperwork does not.
Asked while uploading.
Why was my Word file rejected?
Because the server accepts PDF, JPG, PNG, WEBP and plain text, and decides which of those a file is by reading its first bytes rather than trusting its name. Word is not on the list.
The file picker in this build still offers .doc and .docx, which is a mismatch between the screen and the server, and it is ours to fix rather than yours to work around. Until it is fixed: export to PDF. Nothing else about the upload changes.
Can I replace a file I uploaded by mistake?
You can upload the right one as the next version, with a note saying what happened. You cannot remove the wrong one: the application has insert and read rights on stored files and nothing else, which is what makes the version history worth anything in a dispute.
If a document was uploaded against the wrong booking and that matters — a buyer’s PAN card on someone else’s file, say — write to support@saudaflow.in. It is a data-protection question, not a button.
Does uploading change the document’s status?
Only from Pending. The first file moves a paperwork document to Drafted and an identity document to Collected, because a document with a file in it is no longer pending by any honest reading. Every later version leaves the status where it is — sending for review, signing off and registering stay deliberate acts by a person with the right permission.
Is there a limit on how many versions a document can have?
No. Versions are numbered from 1 and each is a row of its own; the drawer lists all of them, newest first, each with its uploader, time and note. The only limits are per file: 8 MB, and the accepted types.
Related pages.
- How booking documents workThe checklist, the two status machines, permissions, and what protects a stored file.
- Sharing with a buyerWhat your buyer sees the moment a version exists — and the two conditions on it.
- Tracking an e-signatureWhat to do with the file once it comes back signed.
- Documents, in fullThe product page: the chain, the desks and the RERA advance gate.
Stuck on an upload the messages above do not explain? Write to support@saudaflow.in with the booking number and the exact wording — the desk is open 09:30–19:00 IST, every day.