Switch on and set up Documents

Documents is off until a manager switches it on. Its settings decide how early reminders start, which kinds of document need an approval before they are published, whether share links are allowed, and how long files are kept.

Before you start

• You need to be the owner or a manager to switch the app on. To change Settings → Documents you also need the right Documents settings, holds, retention and deletion.
• Documents comes with Kluvan One and is open during the trial. See Plans and bundles.

Steps

Switch Documents on

1. Open Settings, then the page that lists your apps (see Pick your apps).
2. Find Documents and choose Switch on. Documents and Knowledge appear in the menu for everyone with the right See documents.

Choose the settings

1. Open Settings → Documents.
2. In Remind days before (all types), type how many days before an expiry or review date the reminders start. The default is 30.
3. Leave Tell the managers this many days after an expiry at 7 unless you want a longer wait. An expired document stays on Today for its owner and the documents admins until someone renews or archives it.
4. Tick Authors may approve their own versions (one person running the business) if you work alone. Leave it unticked when a second person must check every procedure.
5. Tick or untick Allow secure share links.
6. In the table, for each Type:
   • tick Reviewed before publishing for the kinds that need an approval (procedures, policies and FAQs are ticked at first);
   • type a different Remind days before if this kind needs more or less notice, for example 60 for licences;
   • type Keep for years to keep new files of this kind for that many years after upload.
7. Select Save.

Give people their rights

Open Team → Users, pick a person and tick their Documents rights (see Roles and rights):

Good to know

• Storage. The Storage card shows the space used, your plan's allowance and the number of files. A warning shows when most of it is used; an upload that does not fit is refused (see file_quota).
• Virus scan. The card names the scan in use. Today it is a placeholder that recognises only a standard test file; it is not protection against harmful files, so upload files from sources you trust.
• Files you can store: PDF, JPEG, PNG and WebP pictures, Word, Excel and PowerPoint files, OpenDocument files, and text, CSV and Markdown files, each up to 50 MB and within your allowance. The type is read from the file itself.
• Switching off hides the pages; nothing is deleted.
• Next: Upload and organise documents.