Document Details
The Document Details screen is the full record for a single document. It shows a preview and key facts at the top, gives you action buttons for the most common tasks, and organizes everything else — versions, comments, activity, permissions, related files, and more — into tabs. This is where you review a document, manage its lifecycle, and follow its history.
How to open this screen
Open any document from the All Documents table (click its name or choose Open from the row
menu), from search results, or from a recent/favorite link. The route is documents/:id, where
:id is the document's identifier.
- Access required: permission to view documents (
DOCUMENTS.VIEW). - If the document can't be found, you'll see a "not found" message instead of the details.
The header
The top of the page identifies the document and offers quick facts:
- Document name — click the pencil next to it to rename inline (where allowed).
- Status tag (Draft, In Review, Approved, Published, or Archived), the version number, the workspace, and the category.
- Badges where relevant: Imported from Email, Official Record (immutable), a lock or checked-out indicator, the file size, and last modified by / date.
- A Viewing now strip showing the avatars of people currently looking at the document.
Action buttons
On the right of the header:
- Preview (eye) and Download — quick icon buttons.
- Upload Version — add a new version of the file.
- Sign — send the document for signing.
- Start Workflow — kick off an approval or processing workflow.
- More (⋮) — an overflow menu with additional actions.
- AI Tools — AI-assisted actions such as summarizing and tagging.
Many actions are disabled when the document is archived, under a Legal Hold, or declared an Official Record. A tooltip explains why a button is greyed out.
A banner appears under the header when the document is checked out or locked, telling you who holds it.
The tabs
Below the header, the details are split into tabs:
| Tab | What's inside |
|---|---|
| Overview | A preview pane and the document's key fields and attributes. |
| Communication | Messages and notes related to the document. |
| Tasks | Linked tasks with owners, due dates, status, and priority. |
| Workflow | The document's workflow steps and progress. |
| Versions | Every saved version, with compare and preview options. |
| Related | Documents related to this one. |
| Permissions | Who can access the document and at what level. |
| Activity | A chronological log of everything that happened to the document. |
| AI Insights | AI-generated summary, sentiment, and similar documents. |
Comparing versions
- Open the Versions tab to see the full version history; the current version is marked.
- Tick the checkbox next to two versions you want to compare.
- Click Compare Side by Side.
- A comparison dialog opens showing the two versions next to each other (PDFs render in a viewer); use Clear to reset your selection.
Common tasks
- Rename: click the pencil next to the title, type the new name, and press Enter.
- Add a new version: click Upload Version and choose the updated file.
- Send for signing: click Sign and set up the signers.
- Start a workflow: click Start Workflow, choose a workflow, and confirm.
- Share: open Share (from the More menu or the preview) to invite people or create an external link — see Shared With Me.
Tips
- Use the Activity tab to answer "who changed this and when?" — it records edits, status changes, permission changes, moves, renames, locks, and more.
- The Viewing now avatars help you avoid editing a document while a colleague is reading it.
- If buttons are greyed out, check for an Archived, Legal Hold, or Official Record badge in the header.
Troubleshooting
| Problem | What to check |
|---|---|
| You see a "not found" message | The link may be broken or the document was deleted; go back to All Documents and reopen it. |
| Upload Version / Sign / Start Workflow are disabled | The document is archived or under a Legal Hold; hover the button to see the reason. |
| AI Tools is disabled | The document is archived, under a Legal Hold, or declared an Official Record. |
| You can't see a tab's content | You may not have permission for that area; contact your administrator. |
| Compare button does nothing | You must select exactly two versions in the Versions tab first. |