Upload Documents

Uploading documents to your Trust Center is the first step in providing customers with access to your compliance materials. This comprehensive guide covers the entire upload process, from file selection to publication and account assignment.

What You'll Learn

• How to access the document upload interface
• Different upload methods and file requirements
• Configuring document metadata and settings
• Setting appropriate access levels and permissions
• Publishing workflows and best practices

Prerequisites

• Admin, Account Manager, or Document Manager role required
• Documents prepared and ready for upload
• Understanding of your organization's document classification
• Knowledge of target audience and access requirements

Getting Started

Accessing the Upload Interface

From Documents Page:

1. Navigate to the Documents section in the admin interface
2. Click the "New Document" or "Upload" button
3. Choose your preferred upload method

Quick Upload:

• Use the "+" button in the navigation bar for quick access
• Drag and drop files directly onto the documents page
• Right-click context menu for batch uploads

Multiple ways to access the document upload interface

Upload Methods

Drag and Drop Upload

Simple Drag and Drop:

1. Select Files: Choose documents from your computer
2. Drag to Interface: Drag files onto the upload area
3. Drop to Upload: Release files in the designated zone
4. Configure Settings: Set metadata for each document

Benefits:

• Fastest method for multiple files
• Visual feedback during upload
• Supports batch operations
• Automatic file type detection

Drag and drop interface with visual upload zones

File Browser Upload

Traditional File Selection:

1. Click Browse: Use the "Browse Files" button
2. Select Files: Choose documents using file dialog
3. Confirm Selection: Review selected files
4. Start Upload: Begin the upload process

Benefits:

• Familiar file selection interface
• Precise file selection control
• Good for single document uploads
• Works on all devices and browsers

Bulk Upload

For Large Document Sets:

1. Prepare ZIP File: Package multiple documents
2. Upload ZIP: Use standard upload methods
3. Automatic Extraction: System extracts individual files
4. Batch Configuration: Configure multiple documents simultaneously

Best Practices for Bulk Upload:

• Organize files in folders within the ZIP
• Use consistent naming conventions
• Include metadata files if supported
• Limit ZIP size to recommended maximums

Different upload methods and their use cases

File Requirements

Supported File Types

Document Formats:

• PDF: Recommended for most compliance documents
• Microsoft Office: DOC, DOCX, XLS, XLSX, PPT, PPTX
• Images: JPG, PNG, GIF, SVG (for logos and diagrams)
• Text: TXT, RTF, CSV
• Archive: ZIP (for bulk uploads)

File Size Limits:

• Individual Files: Maximum 50MB per file
• Bulk Uploads: Maximum 500MB total
• Image Files: Maximum 10MB per image
• Archive Files: Maximum 100MB per ZIP

File Naming Best Practices

Recommended Naming Conventions:

• Use descriptive, clear names
• Include version numbers: Policy_v2.1.pdf
• Avoid special characters: @, #, %, &
• Use underscores or hyphens instead of spaces
• Include date stamps for time-sensitive documents

Examples:

✅ Good Names:
- ISO27001_Certificate_2025.pdf
- Data_Protection_Policy_v3.2.pdf
- SOC2_Report_Q4_2024.pdf

❌ Avoid:
- document (1).pdf
- New Policy - Final - FINAL.docx
- scan@123#.pdf

File type support and naming conventions guide

Document Metadata Configuration

Basic Information

Document Title (Required)

• Clear, descriptive title for the document
• Appears in Trust Center and admin interface
• Should be professional and search-friendly
• Example: "ISO 27001 Information Security Certificate"

Description (Optional but Recommended)

• Brief summary of document content and purpose
• Helps with search and categorization
• Supports markdown formatting for rich text
• Include key terms for search optimization

Document Category (Required)

• Compliance: Regulatory compliance documents
• Legal: Contracts, agreements, legal notices
• Security: Security assessments and reports
• Technical: Implementation guides and specifications
• Policies: Company policies and procedures

Document metadata configuration interface

Advanced Metadata

Tags and Keywords

• Add relevant tags for improved searchability
• Use industry-standard terms: GDPR, SOC2, ISO27001
• Include department tags: IT, Legal, Compliance
• Add custom tags specific to your organization

Expiry and Validity

• Set document expiration dates for time-sensitive content
• Configure automatic notifications before expiry
• Set up renewal reminders for compliance documents
• Track document lifecycle and updates

Language and Localization

• Specify document language for international compliance
• Support for multiple language versions
• Automatic language detection where possible
• Link related documents in different languages

Custom Fields

Organization-Specific Metadata:

• Add custom fields relevant to your business
• Define validation rules for custom data
• Support for dropdown selections and free text
• Integration with external systems and workflows

Examples of Custom Fields:

• Compliance Owner: Responsible person or department
• Risk Level: High, Medium, Low classification
• Review Frequency: Annual, Quarterly, Monthly
• Approval Status: Draft, Under Review, Approved

Advanced metadata configuration with custom fields

Access Level Configuration

Public Access

Characteristics:

• Automatically visible to all accounts
• No additional permission configuration needed
• Appears in all Trust Centers immediately
• Cannot be restricted to specific accounts

When to Use:

• General company policies
• Public certifications and badges
• Marketing and informational materials
• Non-sensitive compliance statements

Configuration:

1. Select "Public" access level
2. Verify content is appropriate for all audiences
3. Ensure no sensitive information is included
4. Publish immediately or save as draft

Protected Access

Characteristics:

• Requires explicit account permission assignment
• Most flexible access control option
• Can be granted to specific accounts
• Supports bulk permission management

When to Use:

• Customer-specific agreements
• Confidential compliance reports
• Restricted certifications
• Account-specific assessments

Configuration:

1. Select "Protected" access level
2. Choose initial account assignments (optional)
3. Configure permission inheritance rules
4. Set up approval workflows if needed

Internal Access

Characteristics:

• Highly restricted access
• Requires admin approval for access requests
• Enhanced security and audit controls
• Limited to specific accounts with special approval

When to Use:

• NDA-protected documents
• Sensitive audit reports
• Confidential strategic documents
• High-risk compliance materials

Configuration:

1. Select "Internal" access level
2. Specify approval requirements
3. Set up enhanced monitoring
4. Configure special access procedures

Access level selection and configuration options

Upload Process Workflow

Step-by-Step Upload

1. File Selection and Upload

Select Files → Drag/Drop or Browse → Upload Progress → Processing

2. Metadata Configuration

Basic Info → Category → Tags → Access Level → Custom Fields

3. Review and Verification

Preview → Verify Settings → Check Permissions → Confirm Upload

4. Publication Decision

Save as Draft → Review Process → Publish → Account Assignment

Visual representation of the complete upload workflow

Processing States

Upload in Progress 🔄

• File transfer to server
• Virus scanning and security checks
• Format conversion and optimization
• Thumbnail generation

Processing Complete ✅

• Document successfully uploaded
• Metadata saved and indexed
• Ready for review or publication
• Available for permission assignment

Upload Failed ❌

• File rejected due to format or size
• Security scan failed
• Server error during processing
• Requires retry or different file

Post-Upload Actions

Immediate Options:

1. Publish Now: Make document live immediately
2. Save as Draft: Store for later review and publication
3. Assign Access: Grant permissions to specific accounts
4. Configure Notifications: Set up alerts for document access

Review Process:

• Content Review: Verify document accuracy and completeness
• Compliance Check: Ensure regulatory compliance
• Access Verification: Confirm appropriate permission levels
• Final Approval: Complete publication process

Publishing Options

Immediate Publication

Direct Publishing:

• Document becomes live immediately after upload
• Appears in Trust Center based on access level
• Accounts with permission can access immediately
• Suitable for routine, non-sensitive documents

Process:

1. Complete upload and metadata configuration
2. Select "Publish" option
3. Confirm publication settings
4. Document goes live immediately

Draft Mode

Save as Draft:

• Document uploaded but not yet published
• Visible only in admin interface
• Allows for review and approval process
• Can be edited before publication

Benefits:

• Quality control and review process
• Collaborative editing and approval
• Scheduled publication timing
• Risk reduction for sensitive content

Scheduled Publication

Future Publication:

• Set specific date and time for publication
• Automatic publication without manual intervention
• Coordination with marketing or compliance timelines
• Advanced planning for document releases

Different publication options and their workflows

Account Assignment

Immediate Assignment

During Upload:

• Assign document access to specific accounts
• Use bulk selection for multiple accounts
• Apply template-based assignments
• Configure inheritance rules

Assignment Process:

1. Select accounts from dropdown or list
2. Choose permission level (view, download)
3. Set access duration if needed
4. Confirm assignments

Deferred Assignment

Post-Upload Assignment:

• Upload document first, assign access later
• Better for workflow-based approval processes
• Allows for careful permission review
• Supports complex approval workflows

Best Practices

Upload Preparation

Before Uploading:

• Review documents for accuracy and completeness
• Ensure appropriate file formats
• Prepare metadata and categorization
• Understand target audience and access requirements

Document Standards:

• Use consistent naming conventions
• Maintain professional formatting
• Include version information
• Optimize file sizes for web delivery

Security Considerations

Content Review:

• Verify no sensitive information in public documents
• Ensure compliance with data protection regulations
• Check for personally identifiable information (PII)
• Validate appropriate access level classification

Access Management:

• Start with restrictive access, expand as needed
• Regular permission audits and reviews
• Monitor unusual access patterns
• Document access decisions and rationale

Workflow Efficiency

Batch Processing:

• Group similar documents for bulk upload
• Use templates for consistent metadata
• Automate repetitive configuration tasks
• Leverage bulk permission assignments

Quality Control:

• Implement review processes for sensitive content
• Use draft mode for collaborative editing
• Regular content updates and maintenance
• Monitor document usage and effectiveness

Common Issues & Troubleshooting

Multilingual Support

German - Dokumente hochladen

Upload-Prozess:

1. Dateien auswählen: Drag & Drop oder Dateiauswahl
2. Metadaten konfigurieren: Titel, Beschreibung, Kategorie
3. Zugriffsstufe: Öffentlich, Geschützt, oder Intern
4. Veröffentlichen: Sofort oder als Entwurf speichern

Unterstützte Formate: PDF, Office-Dokumente, Bilder, Textdateien

French - Télécharger des documents

Processus de téléchargement:

1. Sélectionner les fichiers: Glisser-déposer ou sélection de fichiers
2. Configurer les métadonnées: Titre, description, catégorie
3. Niveau d'accès: Public, Protégé, ou Interne
4. Publier: Immédiatement ou sauvegarder comme brouillon

Formats supportés: PDF, documents Office, images, fichiers texte

Next Steps

Related Resources

• Account Document Assignment
• Document Categories and Organization
• API Reference - Upload Documents

Successful document uploading is fundamental to an effective Trust Center. Use this guide to ensure your documents are properly uploaded, configured, and accessible to the right audiences while maintaining security and compliance standards.