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Files

Keep every file next to the record it belongs to

A file you add to an order, invoice, or contract stays on that record and goes into its folder in the archive, and a new version keeps the old one. You choose who each folder opens to, and financial documents can't be permanently deleted before their retention period ends.

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Runs in your browser. In the cloud or on your own server, it's the same IWB.

Preview
PDF, image, Word, Excel
Ready-made document types
16
Financial document retention
10 years
Connected modules
6

01

Keep the order's drawings with the order

A file you upload on a record's Files tab is linked to that record and goes into the folder for that record type. Order attachments sit in Sales, purchase invoice attachments in Purchasing, and employee documents in Personnel files. You can link a file that's already in the archive to another record without uploading it again. You can also save the PDF of a quote, order, or invoice to the archive from the same tab.

  • Download every file linked to a record as one ZIP
  • Set an image as the record's cover image
  • Archiving the same PDF again adds a new version instead of a copy

Opening a file takes access to its records

To open a file, you need access to the file and to every record it's linked to. If you unlink it from a record, the file stays in the archive.

02

Make the latest version clear, keep the old ones

When you upload a new version, the file's links and shares stay the same, and earlier versions remain on its Versions tab. Reverting to an earlier version adds it as a new version, so no history is lost. PDFs, images, and text files open in the browser, and you can see what's in a Word or Excel file without downloading it.

  • Download any version on its own
  • Word previews don't show page layout or images, and Excel previews don't show charts
  • Update a quote and archive its PDF again to add a new version

03

Don't find out on bid day that a document expired

Give each file a document type and validity dates. IWB comes with 16 document types, including the signature circular, tax certificate, and social security (SGK) clearance letter, and 12 of them can't be uploaded without a valid-until date. Users who can update the file get a notification 30 days before it expires.

Tender documents come from the archive

The tender document checklist finds a document of the required type that covers the bid deadline in Files and links it to the line. After you upload a new document, "Refresh documents" updates the checklist.

04

Give files you send out an expiry and a limit

Share the files you select with a single link, and the recipient downloads them one by one or as a ZIP without signing in. Set how long the link works and how many downloads it allows, and add a 6-digit PIN if you like. The page the recipient opens shows your IWB account's name, not the sender's.

  • After repeated wrong PINs the link locks, for 15 minutes at first and up to 24 hours
  • See every link you created in one list and remove any of them right away
  • The PIN isn't stored in readable form, so you see it only when you create the link

05

Work as a team without opening the whole archive

The archive isn't open to everyone by default: in the ready-made roles, users can't see files someone else uploaded, and only the workspace owner sees them all. You open a folder to a user, a role, or, with Human Resources turned on, a unit, and the share can carry over to its sub-folders and files. Grant view, edit, delete, and share rights separately, and set an end date for the share.

  • A share ends automatically on its end date
  • You can only pass on rights you hold yourself
  • Use "Check access" to see what a given user can open

Share a single file too

You can share one file without opening its folder. On the file screen, "Share" opens it to users in IWB, and "Link" opens it to people outside.

Looking for the period archive of your e-Invoices and e-Archive invoices?Go to e-Invoicing

06Document flow

Stop hunting for documents when the auditor asks

The vendor quote attached to an RFQ, the purchase order PDF, and the scanned purchase invoice collect in the Purchasing folder, and the goods receipt photo sits in the Inventory folder. Files linked to invoices and stock entries can't be permanently deleted before their 10-year retention period ends.

  1. RFQRFQ-2026-00012
  2. Purchase orderPO-2026-00098
  3. Goods receiptSE-2026-00511
  4. Purchase invoiceBILL-2026-00318
  5. Archive

07IWB AI

Stop digging through folders for a file

Ask for a file by name, description, or type, or from your favorites. IWB AI returns up to 5 results with the total count, and lists only files you're allowed to see.

See how IWB AI works

Uploading, moving, tagging, and sharing files stay with you. IWB AI searches your files.

Answers your questions

  1. Where is our signature circular?

    IWB AI
    Searching documents

    There are 2 files with "signature circular" in the name. The newest, Signature circular 2026.pdf, was added on 10/16/2026.

    PDFSignature circular 2026.pdf1.2 MBPDFSignature circular 2025.pdf1.1 MB

  2. List the PDFs in my favorites

    IWB AI
    Searching documents

    You have 4 PDFs in your favorites. The three newest:

    PDFSignature circular 2026.pdf1.2 MBPDFTax certificate.pdf286.4 KBPDFTrade registry gazette.pdf2.1 MB

  3. Which Excel files have "quantities" in the name?

    IWB AI
    Searching documents

    There are 2 Excel files with "quantities" in the name:

    XLSXBill of quantities.xlsx48.2 KBXLSXFacade quantities rev1.xlsx96.7 KB

In this module, IWB AI only looks things up: it doesn't create or change records.

08Capabilities

What you can do with Files

  • Folder tree and tags

    Create sub-folders and drag files onto a folder. Colored tags group files across folders.

  • Drag-and-drop upload

    Drop several files onto the page at once. Retry any file that fails from the upload queue.

  • Download as ZIP

    Download a folder, or up to 500 files you select, as one ZIP. Files that couldn't be read are listed in the archive.

  • Filters and saved views

    Filter by type, size, document type, and date added, and save the filters you use often as a view.

  • Storage gauge and quota

    See used space in the sidebar. With a quota set, the gauge turns amber at 80% and red when the quota is full.

  • Duplicate files

    See files with identical content in groups, along with how much space they take up.

  • Upload limits

    Executable files are blocked by default. You set the per-file size limit, up to 512 MB.

  • Trash

    Deleted files wait in the trash for 30 days by default, so you can restore them. Change the period in settings or turn automatic cleanup off.

09Compliance

Keep financial files for the full retention term

A file linked to an invoice, voucher, contract, or expense claim counts as a financial document even if no type was chosen. The period runs from the end of the year the file was archived: a document uploaded in 2026 can't be permanently deleted before December 31, 2036.

  • Turkish Commercial Code art. 82The 10-year retention period for commercial books and documents applies.
  • Tax Procedure Law art. 253Instead of the 5-year period in the tax law, the longer 10-year period is used.
  • The balance sheet and income statement and contract types come set as financial documents
  • Linking a file to a quote, order, or requisition doesn't make it a financial document

10Connected modules

They share the same database and permission model

11

Frequently asked questions

Do I need to turn on Files separately?

No. Files is on in every IWB account and can't be turned off, because files attached to records in other modules live here. User permissions and folder shares decide who sees which file.

Can I search inside files?

Search looks at file names and descriptions. You can also filter files by type, tag, document type, and date added, and save the filter as a view. Text inside PDF or Word files isn't searched.

Which files open without downloading?

PDFs, images (PNG, JPEG, WebP, GIF), and plain text files open in the browser. Word (.docx) and Excel (.xlsx) files show a preview of their content; page layout, images, and charts aren't included in it. Download other files to open them.

How do I send a file to a customer?

Select the files and create a share link. Set how long it works (7 days by default, up to 365 days), a download limit, and a 6-digit PIN if you like. The recipient downloads the files one by one or as a ZIP without signing in, and you can remove the link at any time.

Can I restore a deleted file?

Yes. A deleted file goes to the trash and waits there for 30 days by default, and you can change the period in settings. A file linked to a financial record, or of a financial document type, can't be permanently deleted from the trash before its retention period ends.