How to build a document management system in Bubble

A simple and reliable way to build a document management system in Bubble is to create a Document data type with file upload fields, add privacy rules to restrict who can see or download files, and use Uploader elements plus repeating groups to let users upload, view, search, and manage their documents. Bubble stores files on its storage (AWS S3 under the hood), so you mainly focus on creating the right structure and workflows.

Core Structure

You need a Document data type. Each entry represents one uploaded file.

• Fields: Title (text), File (file), Owner (User), Tags (list of text), Is private? (yes/no)

This lets you store the file itself and all metadata you want to display or filter.

Uploading Documents

Place a File Uploader element on the page. Create a workflow “When FileUploader's value is changed”. Use Create a new thing → Document and set:

• Title = Input Title's value
• File = FileUploader's value
• Owner = Current User

Bubble stores the file automatically and returns a URL. That URL is stored in the File field.

Displaying and Searching Documents

Use a Repeating Group with type Document and data source “Do a search for Documents”. Add constraints like Owner = Current User. Add search inputs and filter the search using conditions.

Downloading Files

Add a button inside the repeating group and set its action to “Open an external website” with URL = Current cell's Document's File. Bubble will download or open the file.

Privacy Rules

In Privacy, create a rule for Documents:

• When This Document's Owner is Current User → grant all view rights
• Uncheck fields for users who are not the owner

This ensures file URLs cannot be accessed by unauthorized users.

Automations with Backend Workflows

You can run cleanup tasks or tagging logic using Scheduled backend workflows. For example, auto-delete old files:

// Backend workflow action
Make changes to Document
Only when Current date/time - This Document's Created date > days:30

This setup gives you a secure, searchable, multi-user document management system fully inside Bubble.