Organise the document library
Folders, labels, versions and visibility, plus read-and-sign for the documents that bind people.
5 min read · Last reviewed 18 Aug 2026
File things properly
- 1
Open Documents and build the folder structure you actually retrieve by: policies, procedures, certificates, site files.
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Use labels for what cuts across folders (“statutory”, “client-facing”), because one hierarchy never fits every question.
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Upload documents; the built-in viewer opens them in the browser, so a site phone reads a procedure without a download-open-delete loop.
Versions and visibility
- 1
Upload a new version onto an existing document rather than beside it. Versions stack, one is marked current, and the superseded copies stay readable.
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Set visibility per document. It is enforced by the server: a document someone cannot see is genuinely not there for them, not merely hidden.
Tip: Never “final_v2_NEW”. One document, many versions, one current. The register handles what filenames never could.
Read-and-sign
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For documents that bind people (a new procedure, a policy change), send a signature request.
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Each recipient signs from their own “My work” queue; the document’s record shows who has signed and who is outstanding.
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For a broader push with a message around it, attach the document to a briefing instead. See the briefings guide.