Documents overview

A read-only register of every file across your workspace: search, download and delete.

Last updated · 3 July 2026

Documents is a read-only, 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.

Find a document

Use the search box and the Type filter 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) 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”. 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Archived	The document has been archived.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 re-sending or chasing a signature, is done from the participant’s record: see Service agreements and Consent.

Download or delete

Download is available to everyone. 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.

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.”