Documents settings
Folders, trash and versions, links and reminders, files from other apps, reading files, your own AI key, the API and the audit log.
Go to Settings. Only an Admin can change these.
Preferences
Folders
- A new top company folder starts as - open to everyone, everyone can view, or only the people added. See Who can see what.
- Members may make top-level company folders - turn it off to keep the top of Documents tidy. Members can still make folders inside the folders open to them, and in their own drive.
Trash and versions
- Delete files in the trash for good after - 7 to 90 days. Files in the trash still count toward storage.
- Earlier versions kept per file - up to what your plan keeps. See Versions, locks and the trash.
Sharing and requests
- New share links stop working after - never, or after a set number of days.
- Remind about requested files - on the due date only, or one to three days before as well.
- Email people when something is shared with them or an activity is theirs - otherwise they see it on the bell in the app.
Business details
Your business name, address and logo are shared with your other Ellibo apps. Share and upload pages show them.
Files from other apps
Untick an app to hide its files under From apps. See Files from your other apps.
Reading files and AI
- Read pictures and scanned PDFs - from Standard. Words in photos and scans become searchable. See Scan and read files.
- Fill in bill details - from Standard. The date, bill number, amount and GSTIN are filled in from the file when you make a bill.
Your own AI key
On Business you can connect a key from your own AI account, for better reading of bills and receipts - photos and handwriting too.
What it is. An AI key is a password-like code from an AI company, such as Anthropic or OpenAI. You make one in your own account on that company's website, and it lets Documents ask that company's AI to read a file for you.
Who pays. Your business signs up with the AI company and the AI company bills your business for what it uses - usually a few paise a file. Ellibo never charges for it and never sees your bill.
What is sent. Only the file you ask about, and only when you ask - for example when you make a bill from it. Nothing else.
To connect it, choose the Provider, paste the Key and choose Save. The model can stay empty for the default. The key is stored encrypted and never shown again; type a new one to replace it, or choose Off to stop using it. Without a key, bill reading still works on Standard and up, from the file's own words.
API and webhooks
On Business. Upload, list and download files from your own software with an API key. A webhook sends a POST to your address the moment a file is added, a request is fulfilled, a file comes through an upload link, or an activity is done.
Audit log
On Business. Who changed settings, roles, rules and sharing, and when. The Access log under Automation lists who opened and downloaded which file.
Roles & permissions
Custom roles, on Professional and up. See Users and roles.