Understanding Folders, Files, and File Versions

Summary: This page explains how Cartularius organizes Salesforce documents using folders, files, and file versions. You will learn how documents are linked to Salesforce records, how version history works, when to use the Files and Folders component versus Record Pages, and why storage location (Salesforce Files or Amazon S3) does not change the user experience.

Cartularius Document Management (CDM) organizes documents in Salesforce using a structure most users already know: folders contain files, and files can have multiple versions. This page explains these core concepts and how they relate to Salesforce records, so you always know:

• Where your documents “live” in Salesforce,
• Why do documents stay in the same place even when they change, and
• When to use the Files and Folders component versus Record Pages for deeper actions.

If you understand this model, the rest of the guide, record pages, automated folder creation, and sharing will make much more sense.

The model at a glance

In Cartularius, your document structure is always tied to business context:

• A Salesforce record (for example, an Account, Case, Opportunity, or custom object record) has its own document structure.
• That structure appears as a folder hierarchy.
• Files live inside folders.
• Each file has one or more file versions that represent changes over time.

Most day-to-day work happens in the Files and Folders component, where you browse folders, upload documents, and manage files in the context of the record you are working on.

What is a folder?

A folder is used to organize documents in a logical hierarchy. A folder can contain:

• subfolders
• files

Folders make documents easier to find when a record contains many related documents. In many organizations, the folder layout is consistent across similar records (for example, every Case uses the same folder structure).

Folders are always linked to business context, usually starting at a Salesforce record, such as:

• Accounts
• Cases
• Opportunities
• Custom objects

You can also open a folder’s dedicated Folder Record Page in Salesforce to see additional information and related lists.

What is a file?

A file represents the document in Cartularius. Users typically think of it as “the document” (for example, a PDF, Word document, or image).

A file:

• Is stored inside a folder,
• Stays available from the Salesforce record where you work, and
• Includes metadata that helps with organization, governance, and security.

Common file metadata includes:

• File name
• Owner
• Description
• File category

You do not need to manage this metadata manually in most cases, but understanding that a file includes both content + metadata helps explain why Cartularius can support consistent structure and controlled access.

What is a file version?

A file version is a snapshot of a file at a point in time. When a document is updated, Cartularius can create a new version rather than replacing the existing document.

This helps you:

• Track changes over time,
• Keep older versions available, and
• Reference or restore earlier content when needed.

A file always has at least one version. The first time you upload a file, Cartularius automatically creates version 1.

File vs. file version

A simple way to remember the difference:

• File = the stable document “container” that sits in the folder hierarchy
• File versions = the history of changes to that file over time

In daily work, you usually interact with the file and only open file versions when you need to:

• Review what changed,
• Download a specific version, or
• Confirm the document history.

Example: What happens when a document changes?

1. You open a Case record in Salesforce.
2. You open the tab where the Files and Folders component is located.
3. You upload Case Summary.docx.
4. Cartularius stores it in the selected folder and creates the first file version.
5. Later, you upload an updated Case Summary.docx.
6. Cartularius detects the matching name and creates a new file version. The document remains in the same location, but its version history continues to grow.

When should I use the Files and Folders component vs. Record Pages?

Use the Files and Folders component when you want to:

• Browse folders and locate documents quickly,
• Upload files, create folders, or export folders,
• Do common day-to-day actions in the context of a Salesforce record.

Use Record Pages when you need deeper detail or governance, such as:

• File details and metadata,
• Sharing and access checks,
• Version history, audit log, or other related information.

Folder structure vs. storage location

Cartularius separates two important ideas:

• Folder structure: what you see and use in Salesforce (folders, files, file versions).
• Storage location: where file content is stored behind the scenes.

Depending on your organization’s setup, file content may be stored in:

• Salesforce Files, or
• Amazon S3.

For day-to-day work, you typically do not need to worry about where the content is stored. Cartularius maintains a consistent experience in Salesforce regardless of storage location.