What it does
Every person has a personal document library — licenses, certifications, health records, CVs, and other files tied to them, not to a program or site. Institutions can mark certain categories as required, so a person's profile shows what's required next to what's uploaded.
Who it's for
Every person manages their own files from My Documents; institution and program admins and coordinators manage files for any person from their profile's Documents tab.
How it works
Self-service ("My Documents"). A person sees their documents with status badges: current, expiring soon, expired, missing. They can upload a file by category, filter by status or required/optional, and preview or download any file.
Admin view (profile Documents tab). The Documents tab splits into two parts:
Required Documents — one entry per required category, showing satisfied, expiring soon, expired, or missing. A missing entry shows an upload action right there, pre-filled to the right category.
Other Documents — every other file the person has on file, not tied to a required category. It has an option to show or hide archived files.
From either section, an admin can view or download a file, edit its name, category, or expiration date, archive or unarchive it, delete it, send an expiration reminder, or view its notification history. Archiving pulls a file out of active tracking without deleting it.
Uploading and editing. Uploads accept PDF, Word, JPG, and PNG files up to 10 MB, matched to an institution-defined category. Editing lets an admin rename a file, recategorize it, or change its expiration date, including clearing it once it no longer applies.
Previewing. PDFs and images open inline using a short-lived secure link. Other file types show a message to download instead.
Before you start
Viewing a person's documents needs document-view access; uploading, editing, archiving, or deleting needs document-manage access.
Have the file ready (PDF, Word, JPG, or PNG, up to 10 MB) and know which category it belongs to.
Do this
Open a person's profile (
/users/profile/:userId) and select the Documents tab → you should see Required Documents and Other Documents.In the Required Documents section, find a category marked missing and select Upload Document → the dialog opens, already set to that category.
On the dialog, choose the file and confirm → the category now shows satisfied, with the file you uploaded.
To retire a file without deleting it, go back to the Documents tab and select Archive document for that entry → it leaves active tracking. Bring it back later with Unarchive document.
You're done when
✓ The required category shows satisfied instead of missing.
✓ The uploaded file appears in Required Documents or Other Documents, matching its category.
✓ An archived file no longer counts toward compliance but still appears when you show archived files.
Boundaries and limits
Viewing needs view access at the person's institution or program. Managing (upload, edit, archive, delete) needs manage access. Without view access, you see a permission-denied message.
Required categories are set per institution. A person's view only shows categories that institution has set up, or an empty-state message if none.
If a person has two active files for one required category, the newest counts. The older one moves to Other Documents, not deleted.
Archiving takes a file out of active tracking and lists but does not delete it. Bring it back any time.
You can only send a reminder for a file that is due soon or already past due.
Uploads accept PDF, Word (.doc/.docx), JPG, and PNG only, up to 10 MB. Content is checked against the claimed type, so a mislabeled file is rejected.
Common questions
Q: Why does a required document still show as missing after I uploaded it? A: Check the category you picked. A file filed under the wrong category, or none, won't satisfy the requirement.
Q: I archived a document by mistake — is it gone? A: No. Archiving just hides it. Use Unarchive document to bring it back.
Q: Why can't I upload documents for this person? A: You likely have view-only access. Upload needs manage access at their institution or program.
Q: Can I clear an expiration date I entered by mistake? A: Yes. Open the edit dialog, clear the date, and save.
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