Document management
A central overview of all documents. Manage SDS for materials, technician certificates, client contracts, and site maps.
Access
- 🖥️ Desktop: In the left panel, click Documents
- 📱 Mobile: In the bottom bar, tap More → Documents
Viewing documents
At the top of the page, you can switch between two views:
| View | When to use it |
|---|---|
| Table | When you need to filter, sort, or quickly compare many documents by columns |
| Folders | When you want to browse documents naturally by type, client, or period |
Table view
The table is suitable for managing a larger number of documents. It shows name, type, assignment, visibility, validity, and available actions. You can adjust visible columns as needed.
Folder view
Folders group documents into a clear structure:
- Document type
- Assigned entity, such as client or material
- Period, if the document has one
- Files
The top of the folder view shows a path back. Click part of it to return to a higher level. The same filters as in the table also apply to folders.
Where a document belongs
Each document is assigned to one entity:
| Entity | Example documents |
|---|---|
| Material | SDS, product certificates |
| Client | Contracts, site maps |
| User | Technician certificates, licenses |
| Protocol | Protocol attachments |
Document types
| Type | Use |
|---|---|
| SDS | Safety data sheets for materials |
| Certificate | Company or technician certificates |
| Qualification certificate | Professional qualification document |
| License | Activity permits |
| Contract | Client contracts |
| Insurance | Insurance contracts |
| Map | Site situation maps |
| Attachment | General attachments |
| Other | Other documents |
Who can see a document
Each document has two independent visibility settings.
Internal visibility
Who among your colleagues can see the document:
| Setting | Who sees it |
|---|---|
| Everyone | All signed-in users |
| Management | Only managers and administrators |
| Roles | Only selected roles, for example technicians |
| Private | Only uploader + administrators |
Portal visibility
Determines whether the client sees the document in the portal.
| Toggle | Effect |
|---|---|
| On | Client sees the document in their portal |
| Off | Document stays internal only |
What makes sense to share with clients:
- ✅ SDS for materials
- ✅ Site maps
- ✅ Your certificates
- ❌ Price offers and contracts
- ❌ Internal notes
Assignment to sites
Only for documents assigned to a Client. You decide whether the document applies to the whole company or to specific sites.
| Scope | When to use |
|---|---|
| No assignment | Contract valid for the whole company |
| Selected sites | Map of a specific site |
| All sites | Safety instructions valid everywhere |
Where it appears afterward
| Scope | Client detail | Site detail |
|---|---|---|
| No assignment | ✅ | ❌ |
| Selected sites | depending on setting | ✅ if assigned |
| All sites | depending on setting | ✅ |
For selected or all sites, you can enable Show on client card so the document also appears in the client detail.
Filtering and searching
You can filter documents by:
- Name - text search
- Entity type - material, client, user, protocol
- Document type - SDS, certificate, contract…
- Visibility - everyone, management, roles, private
- Validity - expired, expiring soon, valid
Tip: Click a column header to change sorting.
Uploading documents
Directly from the Documents page
- Click Upload document
- Select entity type and the specific entity
- Upload the file
- Fill in name and document type
- Set visibility
- Click Upload
While editing an entity
In edit dialogs for materials, clients, or users, use the Documents tab to upload files directly.
Bulk ZIP import
For migrating a larger archive, use bulk ZIP import. The app recognizes client, document type, and period from the folder structure.
Editing a document
You can edit:
| Field | Description |
|---|---|
| Name | Displayed name |
| Document type | Category (SDS, certificate…) |
| Entity | Where the document belongs |
| Visibility | Who can see it |
| Portal visibility | Whether the client sees it |
| Valid from/to | Validity dates |
| Notes | Internal notes |
| File | Option to replace the file |
Expiration alerts
The system tracks document validity:
| Status | Label |
|---|---|
| Expired | 🔴 Red label |
| Expires within 30 days | 🟠 Orange label |
| Valid | No label |
Tip: The Validity → Expiring soon filter shows documents that should be renewed.
Preview and download
- PDF - preview directly in the app
- Images - lightbox view
- Other - file download
Supported formats
PDF, PNG, JPG, JPEG, WebP, DOC, DOCX, XLS, XLSX, ODT, ODS
Related pages
- Materials - SDS for materials
- Client detail - client documents
- Documents in the portal - what the client sees