Documents overview

A workspace document register for finding files, downloading them and removing files when authorised.

Last updated · 10 November 2026

Documents is a workspace-wide register of every file stored against any record in your provider workspace. It rolls up files from participant and worker profiles, directory contacts, service agreements, incident evidence, tasks, payment proof and more, so you can find any document in one place without having to remember which record it was attached to. Open it from Records›Documents.

Good to know

This page does not have an upload button, and it does not track expiry dates. To add a file, open the record it belongs to and use its Documents tab: see Participant documents and Worker documents.

The Documents register shows two genuinely uploaded files, with Communication preferences linked to Mavis Quinn. — 1Filter by the document category.
2Search the title, filename or linked record.
3Check the document title and the attached filename.
4Check which participant or worker the file belongs to.
5Download the selected document for review.
Two uploaded files are shown. Check the filename, linked person and status before downloading; Uploaded does not mean signed.

Find a document

Use the Type filter and the search box beside it to narrow the list. Search matches the title, file name, type and the linked record name. The Type filter lists the document types currently in your workspace.

Columns

Column	What it shows
Document	The document title, with the file name and size underneath.
Status	A status badge (see below).
Linked record	The record the file belongs to, such as a participant, worker, directory contact, service agreement, incident or task. Reads No linked record if none.
Type	The document’s category, as it was stored.
Added	The date the document was added.
Action	Download and Delete buttons.

Note

A handful of record types (shifts, shift notes, invoice batches, payroll runs and the workspace itself) do not have a friendly name in this register, so Linked record falls back to a generic label with a short ID, for example “Invoice Batch a1b2c3d4”. The six that do resolve to a name are participants, workers, directory contacts, service agreements, incidents and tasks. A document linked to more than one record (a signed service agreement is also linked to the participant, for instance) shows only one of them here.

Status badges

Badge	Meaning
Uploaded	The file has been uploaded.
Awaiting signature	The document has been sent for signing and is waiting for a signature.
Signed	The document has been signed.
Replaced	A newer version has replaced this file.
Archived	The document has been archived.

Note

This register only shows where a document’s e-signature has got to; it has no send or resend action of its own. Sending a service agreement or consent form for signature, and checking an interrupted request, is done from the participant’s record: see Service agreements and Consent.

Read a file row before opening it

For example, a participant’s communication plan should show that participant under Linked record, a recognisable title under Document and the expected type. The smaller filename identifies the actual attachment. An Uploaded badge confirms upload, while Signed records signing status; neither confirms that you selected the right person’s file. Use the download to check the contents.

Download or delete

Download is available when your role has Documents read access and Documents and e-signing is enabled. Select the download icon to open the file in a new tab. If the link can’t be created (for example a network or permissions problem), you see an error toast reading “Could not create a document download link.”
Delete needs the documents edit permission, so the button is disabled without it. Selecting it opens a dialog titled Delete document; select Delete to confirm or Cancel to back out.

Delete document confirmation for Communication preferences. The prompt is cancelled and the file remains saved. — 1Confirm the exact document and the permanent effect.
2Cancel when this is the wrong file or evidence must be retained.
3Delete permanently only after checking the file.
This confirmation was cancelled. The document remains saved; selecting Delete would permanently remove it.

Deleting a document that is still awaiting signature cancels the pending signing request and notifies its signers. Deleting an uploaded or completed signed copy removes the workspace file; retain any evidence you still need before confirming.

After you confirm, the document disappears from the table and you see a “Document deleted.” toast. If the delete fails, the dialog stays open with the error shown inline (for example “Could not delete the document.”) so you can retry without losing your place.

Watch out

Deleting a document is permanent and cannot be undone. The confirmation reads “Permanently delete {title}. This cannot be undone.”

Find the right file for the first time

Confirm the selected workspace, then open Records > Documents. You need Documents read access and the Documents and e-signing feature.
Set Type if you know the category. Enter part of the document name, filename or linked record in search.
Check Linked record, Status and Added together. For example, when looking for Mavis’s signed agreement, use the signed status and date to distinguish it from an earlier uploaded copy.
Use the row’s Download action, then check the file before sharing it with anyone else.

If there are no results, clear search and set Type to All before checking the original record’s document list. A visible loading error means the list is unavailable, not that the file has been deleted.

To correct a file’s contents, open its original participant, worker or other record and upload the replacement there. There is no file-content editor in this register. To change a participant PDF’s worker sharing, use that participant’s Documents tab, not this workspace list.