Files
You can store files in BrewOS as part of the account's data, for example contracts, certificates, product images or documents of purchased products. The file type is not restricted, because BrewOS does not process the content of the files but only stores them.
The account's files can be found under files in the main menu (not for sales users). The page shows the account's 30 newest files as a grid. Each tile has a preview image, the file's original name and the name given to the file, or the product or stock entry the file belongs to. JPEG, PNG and GIF images are shown as a reduced image, PDF, Word, Excel and PowerPoint files as an icon of the file type and other files as a generic icon. The company logo is not shown in the file list; it is changed on the Settings > Company details page.
A file and its versions
Every BrewOS file can contain several versions. When you update, for example, a product brochure, save the new version under the old file, so that the same file is kept and the old versions are preserved.
Saving a new file
- Open files.
- Under Create new file at the bottom of the page, choose the file (Choose file) and press Upload.
- BrewOS opens the file's page. Give the file a Name (the file's internal name) and a Description (its purpose) and press Save changes.
The name must be unique within the account, and a name cannot be reused even after the file that had it has been deleted. If your changes are not saved, check that the same name has not already been used.
Saving a new version
- Open the file's page by clicking the file in the list.
- Choose the file under Save new version and press Upload.
The Versions list shows each version's thumbnail, original file name, type, size and save time, newest first (at most the 20 newest versions). The tile in the file list always shows the newest version.
Files attached to products and stock entries
Files are also saved elsewhere in BrewOS, and they are also shown in the file list:
- Products' marketing materials are saved from the product's page. The page of such a file shows the Products linked to it, and the file is not given a separate name.
- Documents of products recorded in finished goods stock (for example the product documents of purchased products) are attached when the stock entry is made. The file's page shows a link to that Finished goods stock entry.
Public addresses of files
When you click a version in the Versions list, the file opens from a public address. Anyone who has this address can open the file without signing in. The address is hard to guess, but if you share it (for example in an email), you also share access to the file.
For example, the public address of a product's default sales catalogue image is also given to applications connected through the AI interface and to webshops through the webshop API. So do not store sensitive files in BrewOS whose address must not end up with outsiders.
Deleting a file
On the file's page, open the ⋯ menu next to the heading and choose Delete file. The deletion is done immediately, without asking for confirmation. The file disappears from the file list and its public addresses stop working.
Deletion applies to the file with all its versions. A single version cannot be deleted. A deleted file cannot be restored through the user interface.
Changes made to files are recorded in the account's event log.