Upload a Document

Upload a document to create a new record in the document control system. Uploaded documents start in Draft status and can then move through the approval workflow.

Prerequisites

• You must have the Admin or QA Team role.
• The file must be in one of the supported formats: .pdf, .doc, .docx, .txt, .xlsx, .xls. A file with any other extension is refused, even if its content would otherwise be readable — the server checks the extension, not just the browser’s declared content type.
• The file must not be empty (0 bytes).

Upload a document

1. On the left sidebar, select Documents.
2. Select Upload document in the toolbar. The upload page opens.
3. On the Upload Document page, select the File input and choose a file from your computer.
   • Supported formats: PDF, DOC, DOCX, TXT, XLSX, XLS.
   • The Title field auto-populates with the filename (without extension) if left blank.
4. In the Title field, enter a name for the document.
5. Optional: In the Description field, enter a summary of the document’s purpose.
6. Optional: From the Document Type dropdown, select a type (for example, SOP, Policy, Work Instruction).
   • Selecting a document type filters the available workflow templates to show only those compatible with the chosen type.
7. Optional: From the Workflow Template dropdown, select a template.
   • Leave this set to “Use default workflow template” to apply the standard workflow for the selected document type.
8. Select Upload Document.

Note

After a successful upload, a confirmation message appears and a preview of the uploaded document displays. Select Open Document to go to the document detail page, or Back to List to return to the Documents list.

Start a document from a template

Your workspace’s document templates are pre-formatted files — a Word or PDF skeleton you download, fill in, and upload back as a controlled document.

1. On the left sidebar, select Documents.
2. Select Use template, beside Upload document at the top of the register.
3. The Document Templates window lists every template in your workspace with its description, file size, and upload date.
4. Select the download icon on the template you want, fill the file in on your computer, then follow Upload a document to bring it back in.
5. If your workspace has no templates yet, select Continue without template to go straight to the upload form.

Note

Using a template and managing the template catalogue are separate. Browsing and downloading templates needs only document read access, so any author can do it from the Documents register. Uploading, replacing, or deleting a template is an administrator task on Admin → Document Templates, which requires the Admin role and the Enterprise plan.

Form fields reference

Field	Required	Description
File	Yes	The document file to upload. Must be PDF, DOC, DOCX, or TXT and must not be empty.
Title	Yes	A descriptive name for the document. Auto-populated from the filename if blank when a file is selected.
Description	No	A brief summary of the document content and purpose.
Document Type	No	Categorizes the document. Filters available workflow templates when selected.
Workflow Template	No	Defines the approval workflow. Defaults to the standard workflow if not specified.

Validation rules

The form validates the following before submission:

• File is selected — You must choose a file.
• File is not empty — The file must have a size greater than 0 bytes.
• Title is not blank — The title must contain at least one non-whitespace character.

If validation fails, error messages appear below the relevant fields and in a summary alert at the top of the form.

After upload

Once uploaded, the document enters Draft status. From here you can:

• View the document on the document detail page
• Start the approval process to move it through the workflow
• Create additional versions after the document becomes effective
• Discard it if it was uploaded by mistake and never needs to enter the workflow

Discard a mistaken upload

Uploaded the wrong file, or a duplicate? A document that is still Draft (or was Rejected and is not being revised) can be discarded instead of being carried through — and eventually retired via — the full approval and obsoletion workflow.

1. Open the document’s detail page.
2. Select the […] menu next to the document title.
3. Select Discard draft.
4. Enter a reason for discarding it, then confirm.

The document’s status changes to Discarded and it drops out of the register and search. This is not a delete: the record, its file, and the reason you gave are all retained in the audit trail and stay reachable by anyone with a direct link, per 21 CFR Part 11 — electronic records are never removed, only soft-invalidated.

Note

Discard draft is only available on documents in Draft or Rejected status, and only to users with the documents.delete permission (the Admin role by default). A document that has already collected approval signatures cannot be discarded — use Document Obsoletion once a document is controlled.

Permissions

Action	Required Role
Access the upload page	Admin, QA Team
Upload a document	Admin, QA Team
Discard a draft or rejected document	Admin (users with the documents.delete permission)

Caution

Only users with the Admin or QA Team role can see the Upload Document button and access the upload page. If you do not see the button, contact your system administrator to request the appropriate role.

Example: Uploading a Standard Operating Procedure

Suppose your QA team has finalized a new cleaning validation SOP and needs to bring it under document control.

1. Select Documents in the sidebar, then select Upload document.
2. Choose the file Cleaning-Validation-SOP-2026.pdf from your computer. The Title field auto-populates with “Cleaning-Validation-SOP-2026”.
3. Update the title to something more readable: “Cleaning Validation SOP - Manufacturing Area B”.
4. In the Description field, enter: “Defines cleaning procedures, acceptance criteria, and validation protocol for Manufacturing Area B equipment.”
5. From Document Type, select SOP. The workflow template dropdown updates to show SOP-compatible workflows.
6. Leave the Workflow Template set to “Use default workflow template” so the standard SOP approval workflow applies.
7. Select Upload Document.

The document is now in Draft status. Your next step is to start the approval workflow so reviewers and approvers can process it.