How Do I Store and Manage Documents in Farm Focus

Steps to Upload a Document

1. In Document Storage, click + Add New (top left-hand corner).
2. Choose to create a folder or upload a file.
3. Upload files using:
• Browse function – Select files from your computer.
• Drag and drop function – Drag files directly into the storage area.

Watch our video to learn more

What Features Are Available in Document Storage?

• Navigation: Use the breadcrumb trail (file path) to move between folders.
• Search & Sorting: Find documents by name, type, modified date, or file size.
• Context Menu: Click the three vertical dots next to a file or folder to:
• Rename
• Download
• Move
• Delete

Managing Files & Folders Efficiently

• Move multiple files at once for bulk organisation.
• Undo actions when moving files (a pop-up will allow you to undo the move or go to the new location).
• Deleted files go to the Deleted folder, where they remain for 30 days before being permanently erased.
• To delete immediately, select Delete Forever.
• To restore a deleted file, click Restore and choose a save location.

What File Types and Sizes Are Supported?

• Accepted file formats: PDF, JPEG, CSV, PNG.
• Maximum file size: 25MB per file.
• Folder names:
• Maximum of 250 characters.
• Some characters (e.g. , or /) are not allowed.
• Multiple file uploads are supported.
• No limit on the number of files you can store.
• Folders within folders can be created for better organisation.

User Access Controls

• Users with Reporting Access can view and download documents but cannot add, remove, or delete files.

How Should I Organise My Farm Documents?

Here’s an example file structure to help you get started:

1. Financials

• End of Financial Year Statements
• Bank Statements
• Monthly Bank Statements
• Loan Documents
• Shareholder Certificates
• Tax Reports
• Annual Tax Returns
• Tax Receipts

2. Operations

• Crop & Livestock
• Crop Management (planting schedules, yield reports)
• Livestock Management (animal health, feeding schedules)
• Machinery
• Maintenance Records
• Purchase & Service Contracts
• Input Supplies
• Fertiliser & Pesticide Records
• Feed & Seed Purchases
• Farm Maps

3. Employees & Contractors

• Payroll
• Timesheets
• Pay Slips
• Contracts
• Employee Contracts
• Contractor Agreements
• Health & Safety
• Safety Protocols
• Training Records

4. Legal & Compliance

• Land Ownership
• Titles & Deeds
• Lease Agreements
• Environmental Compliance
• Water Use Reports
• Soil Testing Records

5. Planning & Forecasting

• Budgets
• Assumptions
• Production Forecasts
• Yield Forecasts
• Livestock Projections

TIP: You can customise the folder structure based on your farm’s needs, such as organising by financial year or supplier name.

What Happens When I First Enter Document Storage?

You will see a welcome message with the following options:

1. Create your first folder
2. Upload your first file
3. Choose between adding a new folder or uploading a file