What it does
The Documents page is a shared library for compliance documents, certifications, agreements, and other files that belong to a program, site, institution, or organization. Each document carries a category, an optional expiration date, and an upload record. The list doubles as an expiration tracker: every document shows as Current, Expiring Soon, or Expired at a glance.
Who it's for
Administrators and coordinators in the program, institution, and organization portals can view and download documents, but uploading and deleting need a separate document-management permission — without it, the upload button is disabled with a tooltip explaining why.
How it works
The list. Open Documents from the navigation to see a paginated table of documents in your current scope. Tabs split it by expiration status (All Documents, Current, Expiring Soon, Expired). Filter by category or uploader, search by name or description, and sort by name, category, expiration date, or upload date.
Uploading. Select Upload Document, pick a category, and drop in the files. The platform verifies each file's content against its claimed type before storing it — a file renamed to look like a PDF is rejected. The document's name defaults to the file name; you can set a description and expiration date afterward.
Expiration status. Computed from the expiration date: Expiring Soon within 60 days, Expired once the date has passed. Documents without an expiration date are always Current.
Downloads and export. Downloads use short-lived secure links, so files are never exposed at a public URL. Export the current page in your choice of format, or queue Export all — a background job that builds a CSV of every matching document and downloads it when ready.
Before you start
You need the document-management permission to upload or delete. Without it the page is read-only (view and download).
A program must be selected in your current context before you upload — uploads are owned by that program.
Have the document's category decided; you pick it in the upload dialog and it can't be left blank.
Do this
Open Documents (
/documents) → you should see the document table with status tabs and filters.Select the Upload Document button → you should see the Upload Document dialog.
Choose a category from the dropdown, then add your files (up to 10 at a time, 20 MB each) → you should see each file listed with its upload progress.
Select the Upload button → you should return to the document table and see your new document, with a status matching its expiration date if you set one.
You're done when
✓ The new document appears in the document table.
✓ It shows the category you chose and, if you set one, an expiration date.
✓ Its status badge reads Current, Expiring Soon, or Expired, matching that date.
Boundaries and limits
Uploading and deleting need the document-management permission. Without it the page is read-only (view and download).
Uploads on this page belong to the currently selected program; you must have one selected before uploading.
The upload dialog accepts PDF, Word (.doc/.docx), JPG, and PNG files, up to 10 files at a time, with a 20 MB limit per file.
Files whose content does not match their claimed file type are rejected at upload.
Download links expire a few minutes after they are created; you request a fresh link each time you download.
Deleting a document needs confirmation and removes it from lists. It is a soft delete, not an immediate purge of history.
The Export all background export is CSV only; Excel and PDF are available only for the current page.
The status thresholds are fixed: Expiring Soon means within 60 days. There is no per-document or per-category threshold on this page.
Common questions
Q: Why can't I upload a document? A: Either you don't have the document-management permission (the upload button shows a tooltip explaining this), or no program is selected in your current context.
Q: Why was my file rejected even though it's a PDF? A: The platform checks file content, not just the file name. If the actual content doesn't match a PDF, the upload is blocked. Re-export the file from its source application and try again.
Q: When does a document show as "Expiring Soon"? A: When its expiration date is within the next 60 days. Once the date passes, it shows as Expired. Documents without an expiration date always show as Current.
Q: Can I export the whole document list? A: Yes. Export all queues a background job that builds a CSV of every document matching your current filters, and starts the download when it finishes.
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