For licensed Collaborators with permission for this task. Check the selected organisation; feature availability and record access still apply.
What you will achieve
Attach a document to the right business record, maintain its versions and publish a reviewed version through the document controls.
Before you start
Confirm the parent record, your authority to upload and who may read the file. Check the source, its date and any restrictions. Prepare a meaningful title rather than relying only on an ambiguous filename.
Uploading a document is not approving the business decision it supports. Document publication is also distinct from publishing a policy version or releasing an assurance response.
Upload in context
- Open the relevant record's Documents workspace and choose the upload action.
- In Upload Document, choose the intended file and enter a clear title.
- Add a description and category where useful.
- Review Visibility. Check any relevant advanced confidentiality settings rather than accepting a broad audience for convenience.
- Confirm the form's parent context, then select Upload Document.
- Wait for the result and reopen the document from that record. Check that the expected file and metadata were saved.
Maintain a version
Open the document's details and review its version history before adding another file. Use the new-version upload control for a revision of the same document, and describe what changed in the version notes.
After upload, inspect the new version and its metadata. Keep the relationship between versions understandable; an unrelated document should not masquerade as the next revision of an existing one.
When the version has been reviewed and you have authority, use Publish version and read the confirmation. The current confirmation says its content will be queued for search. Publication therefore does not promise immediate search visibility.
Check it worked
The document is attached to the correct parent, the intended version is visible and the saved publication state matches your decision. Download or open it using the supported control to check the actual file, not just its title.
Review access using the intended recipient role where practical. Being able to view it as an administrator does not prove the sharing choice is right.
If something goes wrong
| Problem | Next action |
|---|---|
| Upload is rejected | Read the field or file error and correct that specific issue |
| A duplicate appears possible | Inspect the existing document and history before uploading again |
| Published content is absent from search | Check the document directly and allow for indexing |
| Visibility is wrong | Correct the supported setting promptly and assess whether information was exposed |
Human judgement matters
A file can contain hidden personal data or metadata even when its title looks harmless. Review the actual content before wider sharing.
What next?
For the wider context, see Use collaboration and personal tools. Link the document as evidence where needed and schedule review when its source or validity changes.
Get help
Ask your Organisation Administrator about access or the task owner about the content. For a platform error, include this guide reference, the affected page and a sanitised message. Never share passwords, session details or confidential evidence in an open support request.