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How to Use the Document Library

What Is the Document Library? The Documents section provides a company-wide file library. Store policies, handbooks, templates, or any reference material that your team needs access to.

Key Actions

  • Create folders — click New Folder in the page header, enter a name, and confirm.
  • Upload files — click Upload in the page header, or drag-and-drop files into the viewer.
  • Navigate folders — click a folder to open it. To return to the root level, navigate back to the Documents page.
  • Search — type in the search bar to find files and folders by name.
  • Switch views — toggle between list and grid layouts. In grid mode, use the size slider in the toolbar to adjust thumbnail size.

Image 16-04-2026 at 3.11 PM


File and Folder ActionsImage 16-04-2026 at 3.13 PM

Right-click (or use the menu icon) on any item to access:

  • Open / Download (files)

  • Rename

  • Move to another folder

  • Change colour (folders only)

  • Delete

 

Forms Folder

Forms Folder

 

A read-only Forms folder appears automatically in your Document Library. It gives you a convenient way to browse and download completed form submissions without leaving the Documents section.

What's Inside

 

The Forms folder organises submitted forms into a tidy hierarchy:

  • Forms (top level)
    • Group folders — one folder per form group (e.g. "Safety", "Induction"). Forms without a group appear under Ungrouped.
    • Form template folders — inside each group, one folder per form template that has at least one submission.
    • Submission folders — inside each template, one folder per individual submission, named with the date and the submitter's name.

Each submission folder contains:

  • A PDF export of the completed form (generated on demand when you open or download it).
  • Any file attachments that were uploaded as part of the submission.

How to Use It

  • Browse — open the Forms folder from the root of the Document Library, then drill down through groups, templates, and submissions.
  • Open a PDF — click a submission PDF to view it in a new tab. A loading spinner appears while the PDF is generated.
  • Download — hover over a file and click the download icon, or use the right-click menu.
  • Breadcrumb navigation — use the breadcrumb trail at the top to jump back to any level in the Forms hierarchy.

Good to Know

  • The Forms folder is read-only. You cannot upload, rename, move, or delete items inside it.
  • The New Folder and Upload buttons are hidden while you are inside the Forms folder.
  • Items inside the Forms folder cannot be dragged to other folders.
  • Only submissions you have permission to view will appear.