Documents · Reference

Field reference

Every field on every Documents form: label in English and Arabic, type, whether it is required, its limits, a valid example and what the system refuses.

On this page (14)

Upload > Files Upload > Classification Upload > Link Document record > Classification (Edit)Document record > New version Place legal hold dialog Release legal hold dialog Propose disposal dialog New / Edit folder New / Edit document type New / Edit retention policy Library > filter row Library > list Expiring documents

Upload > Files

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Files (choose / drop)	الملفات	File (multiple)	Yes	Type read from the bytes, not the name. Refused: programs (.exe .dll .bat .cmd .com .msi .ps1 .sh .js .vbs .jar .scr .py .php .hta .lnk .app), web pages (.html .htm .xhtml .svg or HTML content), empty files, images over 50 million pixels, damaged images/zips. Without a type: at most 50 MB; any upload at most 200 MB		A 1.2 MB PDF trade licence (test copy)	test.exe -> '.exe files are not kept in the library: programs, scripts and web pages can run.'; an HTML page renamed photo.png -> 'This file is named as an image but its contents are text/plain.' (or the HTML refusal); an empty file -> 'The file is empty.'; a 60 MB PDF with no type -> 'The file is 60.0 MB; this document type takes at most 50 MB.'

Upload > Classification

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Document type	نوع المستند	Select	No	Active document types; empty = Unclassified (warning on Review). Choosing one re-checks every accepted file against its kinds and size and fills Sensitivity from the type	Unclassified	Contract (pdf, word, 25 MB)	A JPG with type Contract -> 'This document type takes pdf, word files, not image.'; a 30 MB PDF with Contract -> 'The file is 30.0 MB; this document type takes at most 25 MB.'; an archived type id (API) -> 'Choose an active document type.'
Sensitivity	الحساسية	Select	Yes	Public / Internal / Confidential / Restricted; default is the type's (Internal when no type). A label only - it does not restrict who can open the file	The type's sensitivity, else Internal	Confidential	'secret' (API) -> 'Choose public, internal, confidential or restricted.'
Document date	تاريخ المستند	Date	Conditional	The date the document bears (e.g. licence issue date), not the upload date. Required / Hidden per Applications > Documents > Fields; required is checked by the wizard only (multipart upload is not field-guarded)		01 Sep 2026	'2026-13-40' (API) -> 'Send the date as YYYY-MM-DD.'; required mode and empty -> wizard: 'This company requires a document date on every document: <files>.'
Expiry date	تاريخ الانتهاء	Date	No	Applies to the current file only (not copied to other files even with 'Apply to all'). A type that carries an expiry shows a Review warning '<file>: <type> usually carries an expiry date.' No check that it is after the document date		31 Dec 2026	'31/12/2026' (API) -> 'Send the date as YYYY-MM-DD.'
Tags	الوسوم	Tag input	No	Enter or comma adds a tag; duplicates ignored. Server trims, keeps each tag to 40 characters, removes duplicates, sorts A-Z and keeps at most 30		licence, dubai	31 tags -> only 30 kept (no error); a 60-character tag -> cut to 40
Folder	المجلد	Select	No	Active folders you may see; defaults to the Workspace chosen in the Library filter	The Library's workspace filter, else No folder	Legal	A folder id of another company (API) -> 'Record not found.'
Description	الوصف	Text area	Conditional	Wizard limits to 500 characters with a counter (server keeps up to 2000). Required / Hidden per Applications > Documents > Fields		Trade licence renewal 2026	Required mode and empty -> 'This company requires a description on every document: <files>.'
Apply these values to all accepted files	تطبيق هذه القيم على جميع الملفات المقبولة	Checkbox	No	Ticked: type, sensitivity, date, tags, folder and description go to every accepted file. Unticked: only the file selected on the left	Ticked	Untick and classify each file

Upload > Link

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Record type	نوع السجل	Select	No	Only kinds you may read: Sales & purchase documents (document.view), Contacts (partner.view), Products (product.view), Transfers / Returns (inventory.view), Journal entries (journal.view), Employees (hr.private.view), Projects (project.view), Vehicles (fleet.view), Manufacturing orders (manufacturing.view), Company (company.view). Empty = Library only	Library only - no record	Contacts
Record	السجل	Search	Conditional	Required when a record type is chosen (Continue disabled until one is picked). Searches number / name (first 80 characters), 20 results of this company		TEST Trading LLC	A record you cannot read or of another company (API linked_id) -> 'Record not found.' (404); nothing found -> 'No matching record.'

Document record > Classification (Edit)

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Name	الاسم	Text	Yes	Max 255; default is the uploaded file name. An emptied name keeps the old name (no error)		Trade licence 2026.pdf	Empty -> old name kept silently
Document type	نوع المستند	Select	No	Active types or Unclassified. Changing it changes the retention policy and the 'Eligible' date		Licence or permit	An archived type (API) -> 'Choose an active document type.'
Sensitivity	الحساسية	Select	Yes	Public / Internal / Confidential / Restricted		Restricted	'top' (API) -> 'Choose public, internal, confidential or restricted.'
Folder	المجلد	Select	No	Folders you may see; moving a file to a folder that names a permission hides it from people without that permission		Contracts	Unknown folder id (API) -> 'Record not found.'
Tags	الوسوم	Text (comma separated)	No	Same as upload: 40 characters each, max 30, de-duplicated and sorted		renewal, 2026
Document date	تاريخ المستند	Date	Conditional	Required / Hidden per field settings; clearing it in Required mode is refused		01 Sep 2026	Required mode, clear and Save -> 'Document date is required by this company.'
Expires	ينتهي	Date	No	Drives the Expiring / Expired chip (Expiring when 0-90 days left, Expired when past) and, for a policy counted from expiry, the retention date		15 Mar 2027
Description	الوصف	Text area	Conditional	Max 2000. Required / Hidden per field settings		Signed copy	Required mode, empty -> 'Document description is required by this company.'; Hidden mode, a changed value (API) -> 'Document description is turned off for this company.'

Document record > New version

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
File	الملف	File	Yes	Same checks as an upload, against the document's type (kinds, size); refused for a disposed file. Sent with the record's revision. The UI sends no note (the API accepts note, max 500)		Updated PDF of the same contract	Stale tab -> 'This record changed. Reload it before saving.'; disposed file -> 'A disposed file takes no new versions.'

Place legal hold dialog

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Legal request or matter	الطلب أو القضية	Text area	Yes	Max 240 (longer is cut). Saved as the hold reason and shown on the record, the list side panel and the Retention register		Dubai Courts case TEST-2026-001	Empty -> 'Say why the file is held - the legal request or matter.'

Release legal hold dialog

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Reason	السبب	Text area	No	Asked as 'Say on whose authority the hold ends.' but the server does not keep it		Case closed - legal counsel

Propose disposal dialog

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Reason	السبب	Text area	No	Max 500 (longer is cut); not required by the server		Past 5-year commercial retention	File under hold -> 'This file is under legal hold and cannot be disposed of.'; not yet eligible -> 'This file is kept until <date>; it is not yet eligible.'

New / Edit folder

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Name	الاسم	Text	Yes	1-120 characters		Trade licences	Empty -> 'Enter valid text (maximum 120 characters).'
Inside	داخل	Select	No	Empty = Top level (a workspace). A folder cannot sit inside itself or its own sub-folder	Top level (a workspace)	Legal	Put folder A inside its child B -> 'A folder cannot sit inside itself.'
Only for holders of permission	فقط لمن يملك الصلاحية	Text (permission code)	No	Max 60; a permission code (placeholder hr.private.view). Not validated against real codes. Applies to the folder and every sub-folder; files under it are re-indexed with it		hr.private.view	A typo such as 'hr.privat.view' -> accepted (folder disappears for everyone)
Description	الوصف	Text area	Conditional	Max 500. Required / Hidden per Applications > Documents > Fields (Folder description)		Licences and permits	Required mode, empty -> 'Folder description is required by this company.'; Hidden mode with a value -> 'Folder description is turned off for this company.'

New / Edit document type

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Code	الرمز	Text	Yes	1-32 characters, saved in capitals, unique in the company		TESTLIC	Empty -> 'Enter valid text (maximum 32 characters).'; existing code CONTRACT -> 'Another document type has that code.'
Name	الاسم	Text	Yes	1-120 characters		Test licence	Empty -> 'Enter valid text (maximum 120 characters).'
Arabic name	الاسم بالعربية	Text (RTL)	No	Max 120; shown in Arabic UI		رخصة تجريبية	121 characters -> 'Enter valid text (maximum 120 characters).'
Sensitivity	الحساسية	Select	Yes	Public / Internal / Confidential / Restricted; becomes the upload default	Internal	Confidential
Largest file (MB)	أكبر ملف (MB)	Number	Yes	Whole number 1-500 (but any upload is capped at 200 MB)	25	15	0 or empty -> 'Between 1 and 500 MB.'; 501 -> 'Between 1 and 500 MB.'
Retention policy	سياسة الاحتفاظ	Select	No	A policy of this company; None = never eligible for disposal	None	Commercial records (5 y)	Another company's policy id (API) -> 'Record not found.'
Kinds of file it takes	أصناف الملفات المقبولة	Checkboxes	No	pdf, image, word, excel, powerpoint, text, csv, email, archive, audio, video; none ticked = any document	None ticked	pdf, image	'exe' in the list (API) -> 'Choose the kinds of file this type takes.'
Carries an expiry date	له تاريخ انتهاء	Checkbox	No	Makes the wizard warn when a file of this type has no expiry date	Off	On
Archived	مؤرشف	Checkbox	No	Archived types drop out of the upload and edit lists	Off	On	Status 'deleted' (API) -> 'Active or archived.'

New / Edit retention policy

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Code	الرمز	Text	Yes	1-32 characters, capitals, unique		TEST0	Existing TAX -> 'Another policy has that code.'; empty -> 'Enter valid text (maximum 32 characters).'
Years kept	سنوات الاحتفاظ	Number	Yes	Whole number 0-100; 0 = eligible from the day it is counted from	5	0 (to test disposal today)	101 -> 'Between 0 and 100 years.'; 'abc' (API) -> 'Enter a number of years.'
Name	الاسم	Text	Yes	1-120 characters		Test - immediate	Empty -> 'Enter valid text (maximum 120 characters).'
Counted from	تُحسب من	Select	Yes	The filing date / The document's expiry (falls back to the filing date when the file has no expiry)	The filing date	The document's expiry	'signed' (API) -> 'Counted from the file's date or its expiry.'
Legal source	المصدر القانوني	Text	No	Max 240 (longer is cut silently)		UAE Commercial Transactions Law - confirm with counsel

Library > filter row

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Workspace	مساحة العمل	Select	No	Choosing one also sets Store = Library; shows each folder's file count	All	Legal
Store	المصدر	Select	No	Library, Record attachments, Employee documents, Recruitment files, Fleet documents, Manufacturing files, Project documents, Printed documents, Payroll bank files - only stores you may open, with counts	Every store	Employee documents
Linked to	مرتبط بـ	Select	No	Kinds of linked record that have files, with counts	Any record	Contacts
Kind	الصنف	Select	No	File families present (PDF, Image, Word, Excel ...) with counts	Any kind	PDF
Under legal hold	تحت الحجز القانوني	Checkbox	No	Only files with a legal hold	Off	On

Library > list

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Search documents	ابحث في المستندات	Search	No	Matches name, linked record, classification, owner and tags (server side)		licence

Expiring documents

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Within	خلال	Select	Yes	30 / 60 / 90 / 180 / 365 days (API accepts 0-3650)	90 days	30 days	days=4000 (API) -> refused as invalid (422)

Updated 3 October 2026