Document Management

The Document Management system is the foundation of your Trust Center, where you upload, organize, and control access to all compliance documents. This comprehensive guide covers everything you need to effectively manage your document library.

What You'll Learn

• Understanding the document library interface
• How to organize and categorize documents
• Managing document access levels and permissions
• Document workflow and approval processes
• Search, filter, and organization strategies

Prerequisites

• Admin or Account Manager role (for full access)
• Document Manager role (for document operations)
• Understanding of your organization's compliance requirements

Document Library Overview

The main documents page provides a centralized view of your entire compliance document library with powerful management capabilities.

Key Features

Document Grid View

• Visual preview of document thumbnails
• Quick access to document actions
• Status indicators and metadata
• Drag-and-drop organization capabilities

List View

• Detailed document information in tabular format
• Sortable columns for organization
• Bulk selection and operations
• Advanced filtering options

The main document library interface showing both grid and list view options

Document Status Indicators

Published 🟢

• Document is live and accessible
• Available in Trust Center (based on access level)
• Fully processed and ready for use

Draft 🟡

• Document uploaded but not yet published
• Visible only in admin interface
• Requires review and approval

Archived ⚪

• Document removed from active use
• Maintained for historical purposes
• Not visible in Trust Center

Processing 🔵

• Document currently being processed
• File upload or conversion in progress
• Temporary state during upload

Visual status indicators for different document states

Document Organization

Categories and Tags

Document Categories

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

Tag System

• Industry Tags: GDPR, SOC2, ISO27001, HIPAA
• Department Tags: IT, Legal, Compliance, Operations
• Status Tags: Current, Updated, Deprecated
• Access Tags: Public, Protected, Internal

Organization system using categories and tags for efficient document management

Folder Structure

Hierarchical Organization

• Create custom folder structures
• Nest folders for complex organization
• Move documents between folders
• Maintain folder permissions

Best Practice Structure:

📁 Compliance
  📁 Certifications
    📁 ISO 27001
    📁 SOC 2
  📁 Policies
    📁 Data Protection
    📁 Security
📁 Legal
  📁 Contracts
  📁 NDAs
📁 Technical
  📁 API Documentation
  📁 Integration Guides

Document Access Levels

Public Documents

Characteristics:

• Automatically visible to all accounts
• No access restrictions required
• Displayed in all Trust Centers
• Ideal for general policies and public information

Management:

• Cannot restrict access per account
• Always included in Trust Center
• Suitable for marketing materials
• Good for company-wide policies

Protected Documents

Characteristics:

• Require explicit account permission
• Most flexible access control
• Account-specific assignment
• Common for compliance documents

Management:

• Assign access per account basis
• Bulk permission management available
• Can grant/revoke access individually
• Supports conditional access rules

Internal Documents

Characteristics:

• Highly restricted access
• Admin approval required
• Sensitive information protection
• Limited to specific accounts

Management:

• Manual approval for access requests
• Audit trail for all access
• Enhanced security controls
• NDA-level protection

Interface for managing document access levels and permissions

Document Actions

Quick Actions

Available Actions:

• Preview: View document content inline
• Download: Save local copy
• Edit: Modify document metadata
• Share: Generate access links
• Archive: Remove from active use
• Delete: Permanently remove

Quick action menu available for each document

Bulk Operations

Multi-Document Management:

• Select multiple documents using checkboxes
• Apply bulk actions across selections
• Change access levels for multiple documents
• Move documents to different categories
• Update tags and metadata in bulk

Bulk Action Options:

• Publish Selected: Make draft documents live
• Change Category: Move to different category
• Update Access Level: Modify permission requirements
• Archive Selected: Remove from active library
• Download Selected: Bulk download as ZIP

Bulk operation interface for managing multiple documents efficiently

Search and Filtering

Advanced Search

Search Capabilities:

• Full-Text Search: Search within document content
• Metadata Search: Find by title, description, tags
• Category Filtering: Filter by document categories
• Status Filtering: Filter by publication status
• Date Range: Find documents by upload or modified date

Search Operators:

• Exact Phrases: Use quotes for exact matches
• Wildcard Search: Use * for partial matches
• Boolean Operators: AND, OR, NOT for complex queries
• Field-Specific: Search specific metadata fields

Advanced search interface with filtering and operator options

Filter Panel

Available Filters:

• Document Type: PDF, DOC, Image, etc.
• Access Level: Public, Protected, Internal
• Publication Status: Published, Draft, Archived
• Upload Date: Date range selection
• File Size: Size range filtering
• Last Modified: Recent changes filter

Filter Combinations:

• Apply multiple filters simultaneously
• Save filter combinations for reuse
• Clear filters individually or all at once
• Export filtered results

Document Workflow

Upload Process

Standard Upload Flow:

1. Select Documents: Choose files to upload
2. Set Metadata: Add title, description, category
3. Choose Access Level: Public, Protected, or Internal
4. Review Settings: Verify all information
5. Upload & Process: Files processed and stored
6. Publish or Save Draft: Choose publication status

Approval Workflow

Review Process:

• Draft Review: Internal review before publication
• Content Approval: Verify document accuracy
• Compliance Check: Ensure regulatory compliance
• Access Approval: Confirm appropriate access levels
• Final Publication: Make document live

Visual representation of the document upload and approval workflow

Version Control

Version Management:

• Version History: Track all document versions
• Version Comparison: Compare changes between versions
• Rollback Capability: Restore previous versions
• Version Notes: Document reasons for changes

Version Workflow:

1. Upload New Version: Replace existing document
2. Review Changes: Compare with previous version
3. Update Metadata: Modify description if needed
4. Notify Stakeholders: Alert accounts of updates
5. Archive Old Version: Keep for historical reference

Document Analytics

Usage Metrics

Tracked Data:

• View Count: Number of document views
• Download Count: Download frequency
• Access Patterns: When documents are accessed
• Popular Documents: Most frequently accessed content
• Account Activity: Which accounts access which documents

Performance Insights

Analytics Reports:

• Document Performance: View and download statistics
• Access Trends: Usage patterns over time
• Account Engagement: Document interaction by account
• Content Effectiveness: Most valuable documents

Analytics dashboard showing document usage and performance metrics

Best Practices

Document Organization

Naming Conventions:

• Use clear, descriptive file names
• Include version numbers when appropriate
• Maintain consistent naming patterns
• Avoid special characters and spaces

Category Management:

• Create logical category structures
• Use consistent categorization rules
• Regular category maintenance
• Document category definitions

Access Management

Security Best Practices:

• Apply principle of least privilege
• Regular access reviews and audits
• Monitor unusual access patterns
• Document access decisions

Permission Strategy:

• Start with minimal access
• Grant additional access as needed
• Use bulk operations for efficiency
• Maintain audit trails

Content Quality

Document Standards:

• Maintain current and accurate content
• Regular content reviews and updates
• Clear and professional formatting
• Appropriate file formats for use case

Metadata Management:

• Complete and accurate descriptions
• Consistent tag usage
• Regular metadata cleanup
• Search optimization

Common Tasks

Document Management Workflow

New Document Process

Step-by-Step:

1. Preparation: Gather documents and metadata
2. Upload: Use drag-and-drop or file selector
3. Categorization: Assign appropriate categories and tags
4. Access Configuration: Set appropriate access level
5. Review: Verify all settings and information
6. Publication: Publish or save as draft
7. Assignment: Grant access to relevant accounts

Document Maintenance

Regular Tasks:

• Weekly: Review new uploads and drafts
• Monthly: Audit access permissions and usage
• Quarterly: Update outdated content
• Annually: Comprehensive library review

Next Steps

Related Resources

• Account Document Access
• Certification Management
• API Reference - Documents

Effective document management is crucial for a successful Trust Center. Use this guide to create an organized, accessible, and secure document library that serves your compliance needs.