Document Management System
Centralized repository where all project documents live and are easily found
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Client Directory — all your clients organized at a glance
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Agency Control Center — manage your account, team and global settings
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Team & Projects — assign members and define roles per project
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Deliverables — create, version and organize every delivery by project
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Client Access Portal — invite clients with one click, zero friction
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Task Tracking — real-time statuses visible to the whole team
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Feedback & Traceability — in-context comments, full action history
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Calendar & Deadlines — share events, track deadlines and schedule meetings
Client Directory — all your clients organized at a glance
How It Works
Discover how Document Management System helps you manage projects professionally
How It Works
Discover how Document Management System helps you manage projects professionally
Automatic structure by client and project
Each client has their space, each project its folder. Documents live where they belong without manual effort.
Find any document in seconds
Search by name, content, client, project, date or file type. What you need appears instantly.
Access control by predefined roles
Access is managed through three predefined roles. Admins and Staff see all clients and projects; Clients only see their own assigned projects.
Competitive Advantages
Why professional teams choose Aprolio's Document Management System
No more endless searches
No more wasting 15 minutes searching for 'that PDF the client sent a month ago'. Instant search finds everything.
10x faster team onboarding
New team member accesses the project and sees all relevant documents organized. They don't need to ask where everything is.
Client accesses their documents 24/7
Client portal shows all their contracts, briefs and deliverables. No more 'can you resend me the contract'.
Single source of truth
A single repository eliminates duplicate copies in Dropbox, Drive, emails. Everyone works with the correct version.
Protected confidential documents
Control who accesses sensitive documents. Clients only see their files, not those of other clients.
Complete access audit
Log of who accessed which document and when. Useful for compliance and resolving disputes.
Before vs After
How your way of working changes with Aprolio
Files in Dropbox, Drive, emails, local laptops - total chaos
A single centralized repository where all documents live organized
Losing 20 minutes searching for 'brief_final_v3' in poorly named folders
Instant search by any criteria - you find it in 5 seconds
New team member asking 'where is X' for weeks
Clear structure where everything is easy to find without needing explanations
Client asking 'resend me the contract' because they lost it in their email
Cliente accede a portal y descarga cualquier documento cuando lo necesite
Who Uses This Feature
Real stories from teams that transformed their way of working
"Before I wasted 2 hours weekly searching for dispersed files. With Aprolio's centralized repository, any document is 10 seconds away via search. Those 2 hours I dedicate to productive work."
"Onboarding a new AM was a nightmare - giving them access to 5 different tools. Now just Aprolio and they have access to all their clients' documents automatically."
"We had files in Drive, Dropbox, emails. It was impossible to know which was the correct version. We migrated everything to Aprolio and now there is a single source of truth."
We answer your questions about Document Management System
Everything you need to know to make the most of this feature
How do I upload documents to the system?
You can upload documents directly from the project view with drag-and-drop or upload button. You can also associate documents to specific deliverables or tasks to maintain context.
Is there a limit on the file size I can upload?
You can upload up to 5 files per version with a combined maximum of 25MB. This limit applies equally for all plans.
Can I organize documents in custom folders?
Yes, in addition to the automatic client/project structure, you can create custom folders within each project (e.g., 'Contracts', 'Briefs', 'Resources', 'Final Deliverables').
Can the client upload documents to their project?
Yes, from their portal the client can upload files (briefs, references, feedback in PDF). This centralizes everything in one place instead of receiving files via email.
How do I control who can see confidential documents?
There are permissions at multiple levels: by general role (Admin, PM, Client), by complete project, or by individual document. You can mark specific documents as 'Admin Only' for maximum confidentiality.
What happens if someone on the team leaves the company?
When you deactivate a user, they lose immediate access to all documents. This protects your information without having to change passwords on multiple external tools.
Can I share a document with someone external temporarily?
External collaborators (vendors, freelancers) can access the necessary documents with a free account you create quickly. They don't need to pay, just accept the invitation.
Related Features
Ready to transform your project management?
Join hundreds of agencies and teams already managing projects professionally with Aprolio.