Overview
The Documents library provides a three-pane view — a folder rail, a file table, and a right-side drawer — for organizing, uploading, and managing files, with support for linking files to assets and certifications.
Accessing the Documents Library
From the navigation, go to Documents.
The library opens to All Files by default, with the folder rail on the left and the file table in the center.
How to Create a Folder or Subfolder
Steps:
Click the + menu.
Choose Add folder (from Home or No folder) or Add subfolder (from inside an existing folder).
In the Create folder drawer, enter a name and save.
Click Add Folder to save
The folder appears under the correct parent, a confirmation toast appears, and the drawer closes.
NOTE: Inside a folder, you can also click Create Subfolder, a button next to the search box in the file table.
How to Rename or Delete a Folder
Steps:
Open the folder. Its header shows the folder icon and name with Edit and Delete buttons.
To rename: click Edit, update the name, and click Save (or Cancel to discard).
To delete: click Delete. A confirmation dialog shows how many files and subfolders are inside.
If the folder contains files, choose Move all files to “No folder” and delete the folder, or Delete all files in this folder and delete the folder, then confirm.
NOTE: Deleting the folder you're currently viewing (or a parent of it) returns you to All Files.
How to Upload Files
Steps:
Click the + menu, then Add file.
In the Add files drawer, drag and drop files into the drop zone, or click Choose files from computer.
Files upload to whichever location you were in — the current folder, or No folder if you're at Home or No folder.
A success toast appears and the file table refreshes.
NOTE: If upload isn't available for some reason, you'll see a “File upload failed. Please try again.” toast rather than a silently disabled button.
How to Browse, Preview, Download, and Delete a File
Steps:
Use the search box and column filters (name, type, and — on All Files — file path) to find a file, and choose a page size of 100, 250, or 500 rows.
Click a file's name to open a preview in the right pane. Only PDFs, images, and videos preview inline — other file types won't show a preview.
Click Download to save the file, or Delete to remove it (with a confirmation).
Use the row checkbox to select a file without opening its preview.
NOTE: Deleting or moving the file that's currently open in the preview pane closes the pane automatically.
How to Use Bulk Actions and Link Files
Steps:
Select multiple files using their row checkboxes — folders can't be selected this way.
Use the bulk action bar to Delete (confirms once for all selected files), Download (each file individually), or Move to Folder.
Use Link to to link the selected files to Assets or Certifications.
For assets, choose from the hierarchy or use the filter mode.
For certifications, search (with a short delay as you type) and select from the grouped list, then link all selected files at once.
NOTE: Moving files to their current location is a no-op — nothing changes.
Use Cases
Organizing by project: A user creates a folder structure and moves existing files into it using bulk Move to Folder.
Linking documentation to equipment: A user uploads a manual, selects it, and links it to the relevant asset so it's easy to find later from the asset's profile.
Cleaning up unused folders: A user deletes an old folder and chooses to move its files to No folder rather than deleting them.
Best Practices
Use All Files' file path column to locate misplaced files: Since All Files shows every file with its full path, it's the fastest way to find something without knowing which folder it's in.
Double-check folder delete options: Choosing “Delete all files” permanently removes them along with the folder — use “Move all files to No folder” if you're not sure.
Use bulk actions for repetitive work: Linking or moving many files one at a time is slower than selecting them all and using the bulk action bar once.
Preview before downloading: Since PDFs, images, and videos preview inline, you often don't need to download a file just to check its contents.
Troubleshooting
Issue: I don't see an upload option.
Solution:
This can happen if there's a missing shard/environment issue — you'll see a “File upload failed. Please try again.” toast if you try. Contact your admin if this persists.
Issue: A file won't show a preview.
Solution:
Only PDFs, images, and videos support inline preview. Download the file instead for other types.
Issue: I deleted a folder and now I'm back at All Files.
Solution:
This is expected — deleting the folder you were viewing (or one of its parent folders) returns you to All Files automatically.
Issue: The preview pane closed on its own.
Solution:
This happens automatically when the file you had open gets deleted or moved, including as part of a bulk action.
Summary
The Documents library organizes files into folders (or No folder, for files without one) using a three-pane layout — folder rail, file table, and a right-side drawer for creating, uploading, previewing, and linking. Bulk actions let you delete, download, move, or link multiple files to assets and certifications at once, and All Files gives you a searchable view across every folder with a file path column.