Document library

Overview

Document Library provides a single place for users to access files shared across the sites they have permission to view.

It is optimized for both web and mobile, allowing users, including frontline roles, to quickly find and open important documents such as standard operating procedures, product information, training materials, and policy updates.

The feature uses existing platform capabilities, including file upload, access control, analytics, and preview, ensuring consistent governance and security without introducing new file management workflows.

Where to find Document library

• Document library appears as a navigation item in the side navigation, when enabled by the App manager.

• It is available on:

  • Web

  • Mobile (with consistent behavior and mobile‑friendly UI)

Opening the Document Library brings users to a central hub showing shared files and uploaded files

Enable or disable the Document library

The Document library provides users with a centralized place to access important documents without relying on search or alternative navigation paths.

Admins can turn the Document library on or off from the application settings.

Where to find this setting

1. Go to Manage application

2. Select Setup

3. In the left navigation, select Document library

Configure the Document Library

Under Enable document library, choose one of the following options:

• Enable document library
  Allows users to quickly navigate to a centralized repository of documents from the application.

• Disable document library
  Removes access to the document library for users.

When to enable this

Enable the Document Library if you want:

• A single, consistent place for document access

• Reduced dependency on search or alternate navigation

• Faster discovery of frequently used documents

Who can configure this

• Application admins

Core capabilities

1. Centralized entry point

• A new side‑navigation item called Document Library (actual label may follow product terminology).

• When clicked/tapped:

  • Loads a unified view of the user’s documents.

  • Works across devices (web and mobile).

Admin note: Availability of this item is gated by settings controlled by the App Manager.

2. Shared files view

What it shows

• Files that are shared with the user across all sites they can access.

• Respects:

  • Existing ABAC (attribute‑based access control)

  • Site/file-level visibility rules

Typical use cases

• Frontline workers accessing:

  • Policies

  • Standard operating procedures

  • Training materials

• Knowledge workers finding:

  • Team documentation

  • Shared presentations and reports

Users no longer need to remember which site a file lives on; all shared content appears in one place.

3. Personal file uploads & folders

Document Library includes a personal space where users can:

• Upload documents from their device

• Capture media (photos/videos) and upload them

• Organize content in folders up to 3 levels deep

Folder structure

• Users can create nested folders for better organization.

• Maximum depth: 3 levels (e.g., Level 1 / Level 2 / Level 3).

Typical personal use cases

• Storing:

  • Shift notes

  • Personal reference materials

  • Photos/videos captured in the field

• Organizing:

  • Training materials

  • Local templates

  • Team‑specific resources that they manage personally

Permissions follow existing file upload rules and access control logic.

5. Basic search

Document Library offers a simple keyword‑based search across:

• All visible documents for the user:

  • Shared site files

  • Personal uploads

  • Favorited items (when applicable)

Search leverages the platform’s underlying file index and respects:

• Existing access control

• File visibility rules (users never see content they don’t have permission to access)

6. Access control & security

All Document Library operations reuse existing platform‑level access control and visibility logic, including:

• ABAC (Attribute‑Based Access Control)

Result:

• Users only see documents they have rights to.

• Admins don’t need to manage a separate security model for Document Library.

Managing files and folders in the Document library

The Document Library lets you organize your site’s content into a structured, easy‑to‑navigate file system. You can:

• Upload files (documents, images, and other allowed file types)

• Create and manage folders

• Rename files and folders

• Delete files and folders (when your permissions and governance settings allow it)

This article explains how to perform these actions in the Document Library.

Accessing the Document library

1. Go to the site where you want to manage files.

2. Open the Document library (sometimes labeled Files or Site files, depending on your organization’s terminology).

3. You’ll see a list of folders and files stored for that site.

From here, you can upload, rename, or delete content (subject to your permissions).

Uploading files and creating folders

Upload files

1. In the Document Library, navigate to the folder where you want to store the file.

2. Click Upload (or drag and drop files into the library area, if supported).

3. Select one or more files from your computer.

4. The files are uploaded and will appear in the current folder.

What you can upload:

• Allowed file types are determined by your organization (for example, documents, images, or videos).

• If a file type is blocked, you may see an error or the upload may be refused.

Create a new folder

1. In the Document Library, click New folder (or the equivalent “Create folder” action).

2. Enter a folder name.

3. Click Create.

You can create nested folders by repeating these steps inside existing folders.

Renaming files and folders

You can rename items to keep your library organized and make content easier to find.

Rename a file

1. Locate the file you want to rename.

2. Open the file’s more options menu (often shown as three dots ⋯).

3. Select Rename.

4. Enter the new file name.

5. Click Save or Rename.

Rename a folder

1. Locate the folder you want to rename.

2. Open the folder’s more options menu.

3. Select Rename.

4. Enter the new folder name.

5. Confirm to save your changes.

Deleting files and folders

Delete actions allow you to clean up outdated or incorrect content. Deletion may be restricted by your admin.

Delete a file

1. Find the file in the Document Library.

2. Open the file’s more options menu.

3. Select Delete.

4. Confirm the deletion if prompted.

If you don’t see a Delete option:

• Your role may not be allowed to delete files, or

• File deletion may be disabled by your organization’s governance settings.

Delete a folder

1. Locate the folder you want to delete.

2. Open the folder’s more options menu.

3. Select Delete.

4. Confirm the deletion.

Important:

• Deleting a folder typically deletes all files and subfolders inside it.

• Make sure you no longer need any of the contents before you confirm.

Permissions and governance

What you can do in the Document Library depends on:

• Your role on the site (for example, site owner, site manager, contributor, or viewer)

• Global governance rules, which may:

  • Limit which file types can be uploaded

  • Restrict who can upload or delete files

  • Control whether deletions are allowed at all

If you:

• Cannot upload files or create folders

• Do not see Rename or Delete options

• Get an error when you try to upload a certain file type

then your organization’s rules are likely limiting those actions.