CRM file storage that scans every upload before anyone opens it
CRM file storage in DigiPix Flow keeps the documents your team attaches to leads, deals, clients and proposals in private storage we run for you, scans each upload for viruses before it can be used, and checks who is asking every time a file is downloaded. There is no bucket to set up and nothing to connect.
- Every upload scanned before it can be used
- Downloads checked against the record, every time
- Deleted files purged on the schedule you set
- that a download link stays valid, once
- 5 min
- kinds of record with their own Files tab
- 6
- largest upload limit you can choose
- 100 MB
Where your team's files are kept
- LeadsBriefs, requirements and site photos
- ContactsID copies and signed forms
- CompaniesAgreements and registration papers
- DealsQuotes and purchase orders
- ProposalsSupporting documents for the offer
- ClientsContracts and handover papers
Contracts scattered across chats and laptops
The signed agreement is in one rep's WhatsApp, the revised quote is in another's email and the purchase order sits in a Downloads folder. When the customer calls, nobody can find the latest version, and when a rep leaves, the documents leave with them.
An attachment nobody checked
A file sent by a stranger is saved to a shared drive and opened by three people before anyone asks what it is. A single infected attachment passed around a sales team can reach every laptop in the office.
Files kept forever, by accident
Old ID copies and abandoned quotes pile up in shared folders long after the deal is closed. When a customer asks for their data to be deleted, there is no way to be sure every copy is gone.
CRM attachments stay on the record they belong to
Leads, contacts, companies, deals, clients and proposals each have a Files tab. Drop a file in, see who added it and when, sort by newest, name or size, and upload a new version when the document changes. Attachments sent from the inbox are stored the same way, so the files about a customer stay with the customer, not in a rep's personal chat.
- A Files tab on six kinds of record
- Who uploaded each file, and when
- New versions uploaded over the old one
- Inbox attachments kept under the same rules
Nothing is usable until the scanner clears it
Every upload goes to a holding area first. The server checks its size and fingerprint, then a virus scanner reads it. A clean file moves into storage and becomes available on the record; a flagged one is moved to a separate quarantine area and cannot be downloaded. Until the scan finishes, the file shows as scanning and its download stays locked.
- Each upload held apart until it is scanned
- Size and fingerprint verified before the scan
- Clean files released, flagged files quarantined
- No download while a file is still scanning
Your workspace decides what can be uploaded
Choose the largest file people may upload, from 5 MB to 100 MB, and the file types your team really needs. Programs such as .exe, .bat and .msi can be refused outright, and the check reads the file's contents, so renaming a program to look like a PDF does not get it through. A file whose contents do not match the type it claims to be is refused too.
- A size limit from 5 MB to 100 MB
- An allowed list of file types
- Programs blocked, even when renamed
- Contents checked against the declared type
A file id is never a key to the file
To download a file, a person needs permission to download files and the right to open at least one record the file is attached to. DigiPix Flow then issues a link that works once, for that person, for five minutes, and checks everything again when it is used: their permission, the scan result and whether the file still exists. Every download, and every refusal, is written to the audit log.
- Download permission plus access to the record
- A single-use link that expires in five minutes
- Rechecked at the moment of download
- Allowed and refused downloads both audited
A review queue for every flagged file
Files the scanner flags wait in a quarantine queue in Settings. A security reviewer can release a false positive back to its record or delete the file, and each decision is recorded with who made it. Choose whether unreviewed files are deleted automatically after 7, 14, 30 or 60 days, or kept until someone looks. A quarantined file cannot be replaced with a new version until it is dealt with.
- Release a false positive or delete the file
- Every review recorded in the audit log
- Unreviewed files deleted after the days you choose
- No new version on top of a quarantined file
File retention you set, with legal holds that override it
Deleting a file removes it from every record at once. With automatic purging switched on, a daily sweep destroys the contents of files deleted longer ago than your window, from 30 days to two years, while files still attached to a record are never purged. A legal hold on the workspace, a lead, a contact or a single file pauses all of that, and erasing a person under a privacy request deletes their files' contents too.
- Deleted files purged after 30 days to two years
- Files still on a record are never purged
- Legal holds pause purging and auto-delete
- Privacy erasure removes the stored contents
From upload to purge, in five steps
- STEP 01
Set the rules
Pick the upload size limit, the file types allowed and whether programs are blocked.
- STEP 02
Attach a file
Add it to a lead, deal, client or proposal from the record's Files tab.
- STEP 03
Scan it
The file waits apart from the rest until the virus scan clears it.
- STEP 04
Download safely
Access is checked on every download, and each one is recorded.
- STEP 05
Retire it
Delete it from the record, and the sweep destroys it once your window passes.
CRM file storage vs shared drives and personal chats
| What it covers | Shared drives and personal chats |  DigiPix Flow |
|---|---|---|
| Where documents are kept | Whichever phone or folder they landed in | On the lead, deal or client they belong to |
| Checking attachments | Opened first, questioned later | Scanned before anyone can download them |
| Who can open a file | Anyone who has the link | People with access to the record, rechecked each time |
| Dangerous file types | Saved and shared like any other | Refused at upload, even when renamed |
| Old copies | Kept forever by default | Purged after the window you choose |
| Freezing records for a dispute | An email asking people not to delete | A legal hold the sweep cannot override |
| Who downloaded what | Nobody knows | Every download in the audit log |
File storage questions, answered
Where does DigiPix Flow store our files?
In private, encrypted Amazon S3 storage in the Mumbai region that DigiPix Flow runs for every workspace. Public access to the storage is blocked, and the files on your records are only served to signed-in people who pass the download checks.
Can we connect our own S3-compatible storage?
No. There is no setting for a workspace to point its files at a bucket of its own; storage is set up and run by DigiPix Flow. You choose the rules instead: size limits, file types, download checks, versions and how long deleted files are kept.
Are uploads scanned for viruses?
Yes. Each upload is held apart, verified and scanned before it can be used. Clean files become available on the record; flagged files are moved to quarantine, where a reviewer can release or delete them. A file cannot be downloaded while it is still being scanned or is quarantined.
Which records can have files?
Leads, contacts, companies, deals, clients and proposals each have a Files tab. Attachments added in the inbox and your workspace logo are stored under the same rules.
How long are files kept?
A file stays as long as it is attached to a record. Once someone deletes it, it leaves every record at once, and if automatic purging is on, its contents are destroyed after the window you choose, from 30 days to two years. Active legal holds pause that.
Who can download a file?
Only people with permission to download files who can also open a record the file is attached to. Each download uses a single-use link valid for five minutes, and every download and refusal is written to the audit log.
Is there a storage limit?
Yes. Each plan includes a storage allowance, and uploads are refused once it is used up. You can choose the share of the allowance, from 50% to 95%, at which admins are alerted, so you can tidy up or upgrade before anyone is blocked.
What happens to files when someone asks for their data to be deleted?
When a lead or contact is erased under a privacy request, the stored contents of the files attached to them are deleted from storage as well, not just hidden inside the CRM.
Can we keep earlier versions of a document?
Yes. Upload a new version from the file's menu and keep a history of 3, 5, 10 or 20 versions; older ones are deleted with their contents. Switch version history off and a new version simply replaces the old one.
Something we haven't covered? Talk to an expert
Keep exploring
Visit the blog- FEATURESSecurity and data hostingRoles, permissions, sign-in protection and where your data is hosted.Explore the feature
- FEATURESAudit logEvery upload, download, review and purge, with who did it.Explore the feature
- FEATURESProposals and quotationsOffers, approvals and acceptance, with documents attached.Explore the feature
- FEATURESClient handoverCarry contracts and handover papers from the deal to the client.Explore the feature
- INTEGRATIONSCRM public APIScoped API keys for the systems that send you leads.See the integration
- INTEGRATIONSOutbound webhooksSigned events sent to your systems when records change.See the integration
GUIDECRM Migration Checklist: Move From Spreadsheets or Another CRM Without Losing DataA step-by-step crm migration checklist for moving from spreadsheets or another CRM: audit your data, map every field, clean duplicates, run a test import, then plan the cut-over.Read the guide
GUIDEDuplicate Customer Records: Why the Same Buyer Appears Three Times, and How to Fix It for GoodDuplicate customer records creep in from ad forms, phone calls and old spreadsheets until one buyer has three records and two reps calling. This guide shows where they come from, how to merge them safely and how to stop new ones at the door.Read the guide
Keep every customer document with the customer
Talk to an expert — bring the files your team passes around today, and see them scanned, attached and controlled in DigiPix Flow.
- A real person, not a bot
- Bring your current documents
- See a file scanned