Anchored to the record
- File against project, customer, order, ticket
- Found instantly from within the record
- No second tool for access
File management for teams: every file sits against the record, not in folder chaos.
Files sit against the project, the customer, the order and the ticket, not on an isolated drive. Every version is kept, and every file inherits the permission of its record. Part of the teamwork software from teamspace, included in every edition.
Day to day
What a central file store has to deliver.
Three things decide whether a team store works or whether, in the end, everyone hoards their own version again.
Versioned and traceable
- Every save creates a version
- Editor and timestamp stay visible
- Earlier states back with one click
Permissioned by need to know
- Four permission modes per file
- Governed through central user groups
- Sensitive material stays within one circle
The core
The folder path versus filing against the record.
On the network drive a file lives in a path that everyone pictures differently. In teamspace it sits against the record being worked on and inherits its access. The same file is visible from the project, the customer record and the order.
am Vorgang
Kein Ordnerpfad, den jeder anders kennt, sondern eine Ablage am Projekt, Kunden und Auftrag.
On the record
Several file trees hang off one record.
In teamspace, every project and every customer has its own file store. Whatever belongs to the record sits where the work on it actually happens, rather than on a separate drive.
- Files against the project: concepts, deliverables and status reports in one place.
- Files against the customer: contracts, quotes and correspondence at the customer record.
- Several file trees per record, for instance split by contracts, quotes and deliverables.
That way you see every deliverable from within the project and every contract from within the customer, without hunting for the folder first.
Versions
The old version stays one click away.
Uploading a file afresh does not overwrite the old state. Version control sets the previous draft aside, with editor and timestamp, and you bring an earlier state back with one click.
- A version per upload, documented with date and editor.
- Older versions stay accessible and can be restored individually.
- Locking during editing, so two people do not overwrite the same state.
That way no file names like "contract_v3_final_FINAL.docx" appear, because the version lives in the system, not in the name.
“Staff in both support and project planning can see orders and invoices. That was not possible before.”
Intro call
Where do your project files sit today?
Show us a typical project folder of today. Together we look at which files belong against the record and what the permissions look like afterwards.
Access
Four modes govern who sees a file.
Not every document belongs in front of every pair of eyes. In teamspace you set access through four modes, governed via central user groups rather than via individual people.
- Unrestricted or restricted: open to all or only to chosen groups.
- Inherited: the file takes on the rights of its folder.
- Inherited from element: a file in the project is seen only by those assigned to the project, controlled through the project roles.
That way management sees the contract details, while the junior consultant finds only the deliverables of her project. Subdirectories get their own read and write rights.
Uploading and editing
Files come in, with no detour.
From drag and drop to a mounted drive: the routes into the store and the work on a file run straight in the browser.
Upload by four routes
The classic way via browse, by drag and drop, as a photo through the webcam or via WebDAV. You photograph physical receipts through digital receipt capture straight into the system.
Edit Office files online
You open Word, Excel and PowerPoint with a click of the mouse and edit them online. Anyone who wants to work offline downloads the file and locks it for the duration of the editing.
As a drive and from a template
Mount the store as a drive via WebDAV and work as usual. New documents come from stored templates, plus four link types to a file, directory, website or local target.
More from teamwork
Use cases around collaboration.
File management is one area of the teamwork software. These areas sit right next to it and share the same user groups and permissions.
Task management
Open items with an editor and a deadline, with an attachment on the task.
Learn moreCompany wiki
Guides and knowledge versioned, connected to the matching files.
Learn moreTeam forum
Topic areas and news, the discussion about a file in one place.
Learn moreTeam calendar
Appointments, leave and milestones of the team in one view.
Learn moreTeam chat
One-to-one and group chat, content from the system shared directly.
Learn moreKanban board
Tasks as cards on the same project as the related files.
Learn moreReview
Hand a file off for review, see the state.
Some documents do not go out unchecked. In the detail manager you hand a file to another person for review, for instance to a manager, and follow the state through to approval.
- Hand off for review: set who is to review the file.
- Track the status: visible whether a document is still under review or already approved.
- History on the file: who handed it off for review and when, and when it was approved.
That way it stays traceable which state has been signed off, without anyone piecing the trail together from an email chain.
External
Share single files, with an expiry date.
Anyone giving a file to a customer need not open the whole store to them. Through a public link you share exactly one file, with a validity period after which the link lapses.
- Public link with a validity date, optionally with editing rights.
- Straight to the contact: send the link by email from within the system.
- External access: through the self-service portal, customers see only the released files, not the project structure.
That way a partner gets exactly the acceptance report they need, and nothing else from the internal store.
In figures
Four cornerstones of a store that holds.
What makes the difference between a scattered drive and a store the whole team relies on.
- Every version
is kept
with editor and timestamp per save
- Four modes
per file
through user groups, by need to know
- On the record
not in the path
project, customer, order and ticket
- 1999
in Darmstadt
5 POINT AG, self-financed
The comparison
A cloud drive on the side or a store in the system?
Cloud drive as an island
- Files sit apart from the project and customer
- Who has access is maintained separately in the drive
- Versions are called v2, final and final-final in the name
- The search does not know the project context
teamspace store against the record
- The file hangs off the project, customer and order
- Access is inherited from the roles of the record
- Every save lays down a numbered version
- From within the record the file is found instantly
The feature set of file management at a glance.
Store and structure
- File against project, customer, order and ticket
- Several file trees per record
- Three areas: Private, File manager, Published
- Subdirectories with their own read and write rights
- Upload via browse, drag and drop, photo, WebDAV
Versions and permission
- Version control with restore
- Four permission modes through user groups
- Inherited from element through the project roles
- Lock a file during editing
- Review workflow with status and history
Editing and sharing
- Edit Word, Excel and PowerPoint online
- New documents from stored templates
- Four link types: file, directory, link, local
- Public links with a validity period
- Mounted as a drive via WebDAV
Term
What file management for teams delivers.
File management for teams is a shared online store in which documents are not merely saved but connected to their working context: to the project, the customer, the order or the ticket they belong to. That way everyone finds the right file where they are working anyway.
The difference from a classic network drive lies in the connection. On a drive a file lives in a folder path that everyone pictures differently, and no one is sure which draft applies. In teamspace it hangs off the record, carries its own version history and inherits the permission of the record. The benefit becomes tangible at growing service providers, usually between 10 and 250 staff, when too many hands work on too many documents.
Because the store is part of the same application as projects, customers and tasks, a file does not live in a silo. Whoever opens the customer has the contract one click away, and whoever works the ticket sees the customer's attachment without switching programs.
Data protection
Hosted in Frankfurt, protected by need to know.
Project files contain contracts, quotes and correspondence, exactly the things that ought to be protected. teamspace stores the data in an ISO 27001 certified data centre in Frankfurt am Main, with processing exclusively within the EU.
- Access by need to know: everyone sees only what their user group is allowed to see.
- GoBD mode: on request, 5 POINT enables a mode in which accounting-relevant documents are kept in an audit-proof manner.
- German law: the contracting party is 5 POINT AG, based in Darmstadt.
That keeps the store set up in a GDPR-compliant way, without anyone shuffling files back and forth between tools.
At a glance
File management is one area of teamwork.
The file holds the document, the board the work, the calendar the time. How teamspace brings these areas together under one surface, with shared user groups and permissions, you see in the overview of the teamwork software.
To the teamwork softwareBackground
When a central store pays off.
Whether a file store is worth anything is decided not by its size but by whether, in the end, everyone finds the same draft. A drive on which everyone imposes their own order becomes, over time, a guessing game. A store against the record stays sorted, because the structure follows from the work.
One version, no guesswork. Instead of "quote_final_v2_new" in the file name, the file keeps its versions in the system, with editor and date. Whoever wants to know what applied last week brings the state back, rather than asking three colleagues.
Access that grows with you. Whoever joins the project sees, from day one, what the project sees, because the rights hang off the group and the record, not off a person. Whoever leaves takes no folder share with them that no one ever resets.
One place instead of four. Contract on the customer, deliverable on the project, attachment on the ticket: because everything sits in the same application, the shuffling between drive, mailbox and cloud drive ends. That is the point at which a central store gives time back, instead of creating new upkeep.
Related modules
What connects to file management.
Whoever files against the record almost always works on the project, the customer and the booked hour too. Here are the shortest routes there.
Project management
The files against the project become the project plan: structure, phases and plan vs actual, up to date by the day.
- Files and wiki against the project
- Gantt with predecessor logic
- Plan vs actual and contribution margin
CRM software
The contact becomes the customer record: contracts, records and history in one place.
- Organisation, contact and record
- Digital customer record as a timeline
- Documents on the customer
Online time tracking
The task becomes the booked hour: attendance, project time and digital timesheet with approval.
- Book on a project or ticket
- Billable or internal kept apart
- Approvals traceable
Intro call
Does a central store fit your business?
You show us your file landscape of today, we show you what teamspace replaces of it and what the permissions on the record look like. Then you decide whether the switch is the right path.
Frequently asked questions about file management
How does versioning work?
Every upload of a file sets the previous draft aside as a version, with editor and timestamp. Earlier versions stay accessible and can be restored individually. During editing a file can be locked, so that two people do not overwrite the same state.
How are the permissions governed?
Through four modes per file or folder: unrestricted, restricted, inherited and inherited from element. The rights hang off central user groups rather than off individual people. In inherited-from-element mode, a file in the project is seen only by those assigned to the project, controlled through the project roles. Subdirectories get their own read and write rights.
Can we edit files online?
Yes. You open Word, Excel and PowerPoint files with a click of the mouse and edit them online. Alternatively you download a file and lock it for the duration of the editing. New documents can be created from stored templates.
How do I find a file again?
Through the search by file name and through the metadata you store on a file, as well as through the record itself: from within the project you see all related files, from within the customer all contracts. For scanned receipts, text recognition through the Google Vision API can be enabled on request; this requires written approval as a sub-processor.
Where are the files stored?
In an ISO 27001 certified data centre in Frankfurt am Main, with processing exclusively within the EU. On request, 5 POINT enables a GoBD mode in which accounting-relevant documents are kept in an audit-proof manner. The contracting party is 5 POINT AG, a German public limited company based in Darmstadt.
Can we access files through the mobile web app?
Yes. The installable web app (PWA) on iOS and Android shows files with their stored versions and allows uploads, for instance a photo of the contract right at the customer appointment.
Which edition includes file management?
File management belongs to the teamwork layer and is therefore included in every teamspace edition, from light upwards. It shares contacts, projects and permissions with the rest of the system. Which edition fits your needs we clarify in the intro call; the prices are on the pricing page.
Intro call
File management reviewed in 15 minutes.
We discuss your file structure, the permissions on the record and the move off the drive. By the end you know which documents to bring into teamspace first.