Manage documents and standard operating procedures

The Documents area gives your team one place to organise standard operating procedures, certificates, licences, policies, and other reference files. You can search the library, open a document type to review its attachments, download selected files, and—if you have editing access—keep the document details and attachments up to date.

Getting there

Open the Documents area and select SOP and Other Files. The library is divided into two sections:

• SOP's — standard operating procedure document types.
• Other Files — certificates, licences, policies, and similar documents for staff to view.

Select a row to open a document type and see its attached files.

Key concepts

• A document type is the library entry that groups related attachments—for example, a Chainsaw Operation SOP.
• A Heading is an optional category or subject label, such as Climbing, Machinery, or Certs.
• A document type belongs to either SOP's or Other Files. You can change this when editing.
• Each attachment can have a file name and an optional description. The attachment list also shows when it was uploaded and who uploaded it.
• The library accepts any file type. Each file must be smaller than 250 MB; a file at or above 250 MB is skipped.
• Viewing and editing are separate permissions. Staff and foremen can normally view the library, while managers and administrators can normally make changes. Your organisation’s permission settings may differ. If you can view a document but cannot change it, the page is operating in view-only mode.

How to find a document

1. Open SOP and Other Files.
2. Use the table search to search by document type name or heading.
3. Narrow your results by selecting or entering values in the available table filters, such as the number of files or last-updated date.
4. Sort the list by Document Type, Files, or Last Updated when you need to find the newest or largest group of attachments.
5. Select the matching row to open it.

The library shows the number of Files and the Last Updated date for each document type. If a section is empty, it explains what to add next—for example, create a document type in SOP's before uploading files.

How to view an SOP

1. From the library, select the SOP document type you need.
2. Review the attachment list. Each row includes Description, File, Uploaded, and By.
3. Select a file name to open the attachment in a new browser tab.
4. To save several attachments together, select their rows and choose Download. The selected files are downloaded as a ZIP file.
5. Use the print control on the document page if you need a printable view of the page.

The detail page also provides a link labelled SOP and Other Files to return to the library.

How to edit an SOP

You need write access to edit document types or their attachments. If you have it, open the document and select Edit.

Change document details

1. Update Document Type. This field is required.
2. Choose the correct Library: SOP's or Other Files.
3. Update the optional Heading.
4. In the Files section, edit an attachment’s name or description.
5. Select Save changes.

Changes to the document details and attachment names or descriptions are saved when you select Save changes.

Add or replace attachments

On the document page, select Upload File, then:

1. Select Add files.
2. Choose one or more files. Any file type is accepted, provided each file is smaller than 250 MB.
3. Add an optional description for each file.
4. Select Upload.

You can also add attachments while editing by selecting Add New and then saving the changes.

To replace an existing attachment, open Edit, select Replace beside that attachment, choose the replacement file, and wait for the success confirmation. The replacement keeps the attachment entry but updates its file and file name.

To remove attachments while editing, select the remove control beside the attachment and then select Save changes. You can also select one or more attachments on the detail page and choose Delete. Deleting attachments is permanent.

Tips & things to know

• Use consistent document names and headings so your team can find procedures quickly.
• Add a useful description to explain what an attachment covers, which site or equipment it applies to, or when it should be used.
• Use the By column and upload date to identify the latest contribution.
• Select multiple rows before choosing Download. The button is unavailable until at least one attachment is selected.
• A newly created document type does not need an attachment immediately. You can attach files later.
• When creating a document type, attachments are optional. Select Add files if you want to queue files before selecting Create; queued files upload when you submit.
• Removing a file from an edit form does not take effect until you select Save changes.
• Deleting a whole document type permanently deletes it and all documents attached to it. This cannot be undone.

FAQ

Who can update procedures?

Users with write access can create, edit, upload, replace, and delete documents. In the default permission setup, managers and administrators have write access; staff and foremen have view access. If the Edit or Upload File controls are missing, ask an administrator to review your access.

Can I store certificates and policies here?

Yes. Choose Other Files for certificates, licences, policies, and similar material. These entries appear separately from SOP's.

Can I upload more than one file at a time?

Yes. Select multiple files through Add files. You can enter a separate description for each queued attachment.

What is the maximum file size?

Each file must be smaller than 250 MB. Files at or above 250 MB are skipped and are not queued for upload.

Can I download several attachments at once?

Yes. Select the attachments you need, choose Download, and the selected files are packaged into a ZIP file.

What happens if I delete a document type?

The document type and all of its attached documents are permanently removed. Confirm the deletion only when you no longer need any of its contents.

Troubleshooting

I can open the library, but I cannot edit anything

Your access may be view-only. Check whether Edit, Upload File, and delete controls are visible. If they are not, ask an administrator to grant write access.

My file was not added

Check the file size first. Files at or above 250 MB are skipped. Try a smaller file, then select Add files again. If you selected a file but removed it from the queued list, add it again before submitting.

Upload failed

Confirm that the file still exists on your device and that your connection is stable. Try uploading one file first. If it still fails, refresh the document page and try again; if the problem continues, contact your administrator.

I selected Upload but nothing happened

The Upload control stays disabled until at least one file is queued. Select Add files, choose a file below the size limit, and check that it appears in the list before uploading.

I cannot find the document I need

Search both SOP's and Other Files. Try part of the document name or its Heading, clear any active filters, and check the spelling. If it still does not appear, ask a user with write access to confirm that it was created and saved.

A replacement did not appear in the list

Refresh the document page and reopen it. If the old attachment is still shown, try Replace again with a smaller file. If the problem continues, keep the original file and contact your administrator before deleting anything.