Document Management
Document Management is where you create documents, keep their versions and metadata in order, control who can change them, share them inside and outside the company, and manage what happens at the end of their life. This section walks through each of those tasks using the real screens you'll use day to day.
Where these tasks live
Most of these tasks start from the Document Explorer (under All Documents or inside a Workspace) and from a document's own detail page. A few setup screens live under the Templates and Management menus and are only visible to administrators.
| Task | Where it lives |
|---|---|
| Upload or create a document | New Document button in All Documents or a workspace |
| Versions and locking | A document's detail page |
| Preview, download, and share | A document's detail page (and the guest page for external links) |
| Metadata / attributes | A document's detail page; configured under Management → Document Attributes |
| Templates | Templates → Document Templates |
| Archive and restore | Management → Archive Settings and Document Explorer → Trash |
What's in this section
- Uploading and creating documents — drag-and-drop upload, supported file types, and starting a new document from a template.
- Versions and locking — uploading new versions, comparing them, and the Unlocked / Locked / Checked-out states.
- Preview, download, and share — viewing a document, downloading it, inviting people, and creating read-only external links.
- Metadata and attributes — the attribute fields on a document and how administrators configure them per category.
- Managing templates — creating, versioning, and publishing the templates used by "Start from Template".
- Archiving and restoring — archive settings, retention rules, the Trash, and how to get documents back.
A typical document lifecycle
- Create — upload a file or generate one from a template.
- Describe — fill in attributes (category, tags, retention) so it can be found and governed.
- Work on it — lock or check it out while editing, then upload new versions.
- Share — preview, download, invite colleagues, or send a read-only external link.
- Retire — archive it for long-term storage, or send it to Trash, from where it can be restored within 30 days.
Tips
- If you can't see a menu item or a button described here, your role probably doesn't include that permission — ask your administrator.
- Documents under a Legal Hold or declared as an Official Record are intentionally locked down: editing, versioning, and trashing are disabled on them.