You can add documents in AdminPulse in several ways. You can upload files from the central Documents screen, from a relation file, via tasks, to-do's, interactions, outgoing emails or external integrations.

Depending on how you add a document, AdminPulse can also immediately link it to a relation, task, interaction, or fiscal item.

Most documents end up in the central Documents screen, regardless of how you add them. This is the central DMS section (Document Management System) of AdminPulse, where you can upload, find, view, edit, and organize documents.

In this article, you will learn how to add documents, when you can link an existing document, and what happens to those documents afterwards.

⏮️ Also read the article Document management: introduction for a general introduction to the Documents screen.

Upload or link a document

There is a difference between uploading a new file and linking an existing document.

When you upload a document, you add a new file to AdminPulse.
When you link a document, you select a document that already exists in AdminPulse and connect it, for example, to a task, interaction, relation, or fiscal item.

Are you linking an existing document? Then the document is not uploaded again, and no new document recognition starts.

Automatic recognition after uploading

After uploading, AdminPulse tries to recognize documents automatically. AdminPulse checks, among other things, the document type and, where possible, the relation the document belongs to.

Each document then receives a status, which you can check in the Documents screen.

Identifying: AdminPulse tries to recognize the type of document.
Identified: AdminPulse was able to read and understand the document type, but an action from you is still required to complete the processing. As soon as you perform that action, the status changes to Processed.
Processing: AdminPulse has recognized the document and is automatically carrying out the corresponding action. This status is temporary and quickly changes to Processed.
Unidentified: AdminPulse could not recognize the document.
Processed: the document was recognized and processed by AdminPulse, or a non-recognized document was adjusted manually.

You can find more information about supported file types and actions in the article Document recognition.

Add documents via the Documents screen

Upload files via the Drop zone

In the Documents screen, you can use the Drop zone to upload one or more files. You can also upload a complete folder.

Open Documents > Documents.
Drag one or more files to the Drop zone.
Or click browse and select one or more files, or a complete folder.

You can continue working while AdminPulse uploads the files.

💡 If you select the correct folder or tag before dragging the document to the Drop zone, AdminPulse will automatically add the corresponding tags. You can find more information about tags and the folder structure in the article Arranging documents.

Upload files with properties

At the bottom of the Drop zone, choose Advanced upload if you want to add properties to the files you upload right away.

This is useful when you already know which document type it is, which relation the document should be linked to, or when you want to link one document directly to several relations.

Click Click for advanced upload.
In the screen that opens, set the required properties:
- Document date (required): the date of the document itself, for example the date on an invoice or deed. This is not the upload date.
- Type: the document type, such as Deed, Year bundle or Contract. If you do not choose a type, AdminPulse tries to recognize the document automatically after uploading.
- Signature: the signature status of the document, for example Signature required or No signature.
- Relations: link the document directly to one or more relations. Search by name and add the required relations.
- Tags: assign one or more tags to place the document directly in the correct folder.
Drag your files to the window or click browse.
Confirm to upload the files.

What happens after an advanced upload?

What happens after the upload depends on the properties you entered.

Type and/or relation set: the document immediately receives the status Processed. No further action is needed.
Only document date set, without type or relation: the document goes through automatic recognition and then receives the status Identified or Not identified.

💡 Do you want to upload several documents of the same type for the same relation? Set the type and relation before adding the files. The documents will then all be saved at once with the status Processed.

Add documents in a relation file

Upload documents via the relation ribbon

Do you want to link documents directly to a specific relation? In the relation ribbon, at the top of the relation file, click Upload documents and add your files.

All files you upload here are automatically linked to that relation. AdminPulse shows a confirmation in the relation ribbon and a notification at the bottom of the screen.

Add documents via fiscal section in the relation file

For each fiscal item of a relation, such as an insurance, loan, real estate, vehicle or deductible costs, you can upload or link documents. You do this directly from the edit window of that fiscal item.

Open the Fiscal section in the relation file.
Create a new item, such as a vehicle, loan, deductible cost, insurance or real estate property, using the green plus icon. You can also open and edit an existing item.
In the window, go to the document section.
Upload a new file via browse, drag a document to the upload area, or click Choose a document in AdminPulse to link an existing document.

The document is linked to the fiscal item and to the relation.

Do you choose an existing document from AdminPulse? Then that document is only linked to the fiscal item. It is not uploaded again, and no new document recognition starts.

Add documents via tasks

In a task, you can upload documents or link an existing document from AdminPulse.

Upload a file in a task

Open the task details.
Go to the Documents section.
Click browse or drag your file to the upload area.

The document is automatically linked to the task and to the relation linked to that task. After uploading, AdminPulse starts automatic recognition.

Link an existing document to a task

Does the document already exist in AdminPulse? Then you do not need to upload it again.

Open a task.
Click Choose a document in AdminPulse.
Search for and select the required document.

Because the document already exists in AdminPulse, no new document recognition starts.

Add documents via a to-do

When creating a to-do, you can immediately add a file or link an existing document from AdminPulse.

Create a new to-do.
Upload a file via the upload area or click Choose a document in AdminPulse to link an existing document.

The document is linked to the to-do. Do you choose an existing document from AdminPulse? Then the document is not uploaded again, and no new document recognition starts.

Add documents via interactions

When creating or editing an interaction, such as a note, meeting report or phone call, you can add an attachment or link an existing document. The document is saved as type Other and automatically linked to the interaction and the related relation.

Upload a file in an interaction

Open an interaction or create a new interaction.
Go to the Attachments section.
Drag your file to the upload area or click browse.

Link an existing document to an interaction

Open an interaction.
Click Choose a document in AdminPulse.
Search for and select the required document.

Do you choose an existing document from AdminPulse? Then the document is not uploaded again, and no new document recognition starts.

Add attachments to an outgoing email

When writing an email from AdminPulse, you can send files as attachments. These files are saved as documents and linked to the email.

Open the window to write an email, for example, from a task or a relation file.
Go to the Attachments section.
Drag a file to the upload area or click browse to upload a new file.

You can also add an existing document from AdminPulse as an attachment via Choose a document in AdminPulse. In that case, the document is not uploaded again, and no new document recognition starts.

Add documents via MagicMail

With MagicMail, you can automatically save emails and their attachments in AdminPulse by adding the Documents address as a recipient in CC or BCC.

👉 Not all attachments are automatically saved or recognized. This depends, among other things, on the sender and the settings under Recognition options.

You can find more information about MagicMail, allowed senders, and document recognition in the article Set up and use MagicMail to save e-mails and attachments in Documents.

Add documents via integrations

In addition to the methods above, you can also add documents via external tools that are linked to AdminPulse.

Outlook add-in: save emails directly from Outlook to AdminPulse, linked to a relation of your choice.
External connections and API: documents can also be added from other systems via the AdminPulse API. More information: AdminPulse API.

Which method should you use?

The best method depends on what you want to do with the document.

Upload general documents: use the central Documents screen.
Reuse a document that already exists in AdminPulse: use Choose a document in AdminPulse from a task, interaction, email or fiscal item. This prevents duplicate uploads.
Link documents directly to a relation: upload them from the relation file.
Link one document directly to several relations: use Advanced upload in the Documents screen.
Link documents to a fiscal item: add them from the Fiscal section in the relation file.
Link documents to a task, to-do or interaction: add them from that specific item.
Add attachments to an outgoing email: add them while writing the email.
Automatically save emails and attachments: use MagicMail, the Outlook add-in or the O365/Gmail connection.
Link files from other systems: use an integration, such as SharePoint or the AdminPulse API.

Practical points to note

💡 The maximum file size is 200 MB per file. Executable files and scripts, such as .exe, .bat or .py, are blocked.

💡 You can upload files up to 200 MB, but automatic recognition only works for files up to 50 MB. Is your file larger? Then it immediately receives the status Not recognized, and you set the type and relation yourself. For Excel files, a lower limit of 10 MB applies for automatic recognition.

💡 Are you uploading a .zip file? You can extract it directly in AdminPulse using the action button next to the document. You then choose whether to keep or delete the original zip file.

💡 Not all documents end up in the central Documents screen. One exception is training certificates. These are only visible through the training module.

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