Documents

The Documents library is an internal file store for your organization. Use it to keep policies, certificates, manuals, datasheets, and other reference files in one place where your team can find and download them. Documents are separate from inspection reports and are not visible to portal users.

Documents require an active internet connection. There is no offline access.

The documents list

Open Documents from the main navigation. The page loads your whole library at once and shows the subtitle "Your shared library of policies, certificates, manuals, and reference files."

Across the top, category tabs let you narrow the list by category. The first tab is "All documents", followed by the standard categories (Policies, Certificates, Manuals, Datasheets, and Safety), then any other categories you have created, and an "Uncategorized" tab when documents have no category. Each tab shows a count. The standard categories always appear, even when their count is zero. Switching tabs clears any selection.

You can show the library in two layouts using the list and grid buttons at the right of the toolbar. Your choice is saved to your account, so it carries over the next time you open the page.

List view

The list view is a table on tablet and desktop. On a phone the library always shows as cards.

When a document has no tags, the Tags cell shows a dash.

Grid view

The grid view shows each document as a card with a large file thumbnail, the title, the file name, tag chips, and the size and date. The actions menu is available on every card. Cards do not show the description.

Searching, filtering, and sorting

Use the search field above the list to find a document. Search matches the title, the file name, the description, and the tags. Results update as you type. Click the clear button in the field to reset the search.

Click "Tags" to open the tag filter. Select one or more tags to show only documents that carry all of the tags you pick. The button shows a count of how many tags you have selected. Each tag lists how many documents use it, and you can filter the tag list itself by typing in the box at the top.

Click the sort button to change the order. The options are "Recently updated", "Name A-Z", "Largest first", and "File type". The current option shows on the button.

When a search or tag filter is active, a summary line above the list shows how many documents match and lets you remove an individual filter or clear them all at once.

Previewing a document

Click any row or card to open the preview panel on the right. The panel shows an image preview for image files or a file-type placeholder for everything else, along with Download and Open buttons. Below that, the Details section lists the description, type, size, category, last updated date, and who uploaded it. The panel also shows all the document's tags and a "Used by" list of any notices that reference it. When a value is missing, the panel shows "No description", "No tags", or a dash.

Downloading a document

Click "Download" on a row menu, a card menu, or inside the preview panel. Auditmark fetches a secure link and opens the file in a new browser tab. "Open in new tab" does the same thing.

Uploading a document

Click "Upload document" in the top right corner to open the upload dialog.

1. Drag a file onto the dropzone, or click "browse" to pick one from your device. You can upload a PDF, image, sheet, or document, up to 50 MB. The dropzone confirms the selected file and lets you remove it before uploading.
2. Enter a title. This is required.
3. Choose a category, or leave it as "No category". The list offers the five standard categories.
4. Optionally enter a description for additional context.
5. Optionally enter tags as a comma-separated list, for example safety, compliance.
6. Click "Upload".

The Upload button stays disabled until you have selected a file and entered a title. The document appears in the list once the upload finishes, and you see a confirmation. If the upload fails, you see a message and can try again.

Managing a document

Each row and card has an actions menu (the three-dot button). Open it to preview, download, open in a new tab, rename, edit tags, move to a category, or delete the document.

Renaming

Choose "Rename" and enter a new title. The save button stays disabled until you change the title. The title is the display name and does not change the original file name.

Editing tags

Choose "Edit tags" to set the tags for the document. The field starts from the document's current tags. You can pick from tags already used in your library or type a new one. The save button stays disabled until you make a change.

Moving to a category

Choose "Move to..." to put the document in a different category. Pick one of the listed categories, or type a name in the "Or create a new category" field to create a new category. Choose "Uncategorized" to remove the category.

Deleting

Choose "Delete" and confirm in the dialog. Deletion is permanent and cannot be undone. If the document is referenced by any notices, the dialog warns you that deleting it removes it from those notices.

Working with several documents at once

Select documents using the checkbox on each row or card. The header checkbox in the table selects every document currently shown. When at least one document is selected, a bulk action bar replaces the filter summary and shows how many documents are selected.

From the bulk bar you can:

Use the clear button at the end of the bar to deselect.

Documents and notices

A document can be referenced by a notice so your team sees it in their feed. The "Used by" column and the preview panel both show which notices reference a document. A document with no references reads "Not used", and the preview confirms it is "Not referenced anywhere. Safe to delete." In the list, a referenced document shows a count of places; click it to see the referencing notices, then click one to jump to it.

Deleting a document that a notice references removes it from those notices but leaves the notices themselves in place. See Notices for how to create and send notices.