Document Management — document management system with Arabic search and AI
For companies that want one controlled place for contracts, HR files, invoices and project papers instead of shared drives and email attachments. It brings workspaces, nested folders, version history, editing of Word, Excel and PowerPoint in the browser, search inside files in English and Arabic, and sharing with people, teams and outside links. Legal hold, an audit trail of opens and changes, and a record of every destruction support compliance, and the file contents live in storage you choose.
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Step-by-step guides for every role
139 features in 17 areas · works with 20 other modules · 10 team workflows
Full feature list
Workspaces and folders
Where files live: a private drive per person, shared workspaces for teams, and folders inside them.
- A private drive for every person — Everyone gets a personal drive called My drive the first time they open Documents. Only the owner and a documents administrator can reach it; a colleague with company-wide read permission cannot browse it. An administrator sees it under the owner's name, such as Maria's drive.For: Employee, Documents user, Documents manager
- Shared team workspaces — Anyone holding the workspace write permission can create a shared workspace for a team, a client or a project. People holding the workspace read permission see it in their list at once; a documents administrator decides who gets in beyond that.For: Documents manager, HR manager, Documents admin, Tenant admin
- Department workspaces — A workspace can be tied to one of your departments, so department files sit with the people who own them. Today these are created through Copilot or the connector; the library lists them under Departments.For: Documents manager, Documents admin
- Ready-made workspaces for HR, payroll and finance — When the licence includes HR, Payroll or Accounting, workspaces named HR documents, Payroll and Accounting appear, plus one for Documents administration. Each is listed only to people who hold that module's read permission. They are not walled off: anyone with company-wide document read can still find their files through search, so mark a workspace Restricted when it must be closed.For: Tenant admin, Documents admin
- Every drive shows its owner and size — The Drives page names each drive and its owner, with an avatar. A personal drive reads Maria's drive to everyone except Maria, who sees My drive. Each drive also shows its total size, the number of files and folders, its last activity, how many people it is shared with, live public links, the mix of file types and which storage provider holds the company's files.For: Employee, Documents user, Documents manager, Tenant admin
- Cards or a table, with filters and saved views — Switch the Drives page between cards and a table. Search by drive or owner, filter by kind, owner, size, number of files or last activity, use the quick filters Shared drives, Personal drives, Starred and Empty, sort any column and star the drives you use most. Save a combination of filters and sorting as a view and come back to it later.For: Documents user, Documents manager, Documents admin
- You only see the drives you can reach — A documents administrator sees every drive in the company. Everyone else sees their own drive and the shared drives they have access to. The server applies this rule, so a drive hidden from you stays hidden however you ask for it.For: Documents admin, Tenant admin, Employee
- Nested folders — Build folders inside folders from the file browser; a breadcrumb trail shows where you are. Creating a folder needs write rights on the parent folder, or Manage rights on the workspace for a top-level folder.For: Documents manager, Documents admin
- Two-pane file browser — A folder tree sits on the left and the file list on the right, with a workspace switcher, a filter box and drag-and-drop upload straight into the folder you are viewing.For: Documents user, Documents manager
- Rename, move, archive and restore folders — Through Copilot or the connector you can rename a folder, move it under another one, archive it and bring it back. Archiving hides the folder itself, not the files inside it, and is refused while the folder, a folder below it or a file inside it is under legal hold. There are no buttons for these in the file browser yet.For: Documents manager, Documents admin
- Rename and move files safely — Rename a file or move it to another folder or workspace; the extension cannot be changed. If a colleague changed the file a moment earlier, your change is refused instead of silently overwriting theirs. Copy link gives the address of the file page, which opens only for people who already have access.For: Documents user, Documents manager
- Duplicate names are caught — Saving a second live file with the same name in the same folder is refused with a plain message, so two copies of Contract.docx never sit side by side by accident.For: Employee, Documents user, Documents manager
- A home page to start the day — Documents home shows how many files you can open, storage used across all versions, files added in the last seven days, retention and legal-hold counts, recently updated files, your workspaces, and a Needs attention panel for trash waiting to be cleared, files on hold and unfiled files. The figures are worked out from the most recently changed files, up to 500.For: Employee, Documents user, Documents manager, Documents admin
- Shared with me and Recent — Shared with me lists files a colleague shared with you directly or through a team; sharing a whole folder or workspace does not add rows there. Recent shows the 20 files you can open that were changed most recently. The Shared with me menu entry appears only for people with company-wide read permission.For: Documents user, Documents manager, Manager
- Guided first-run setup — A company with no files yet sees three steps: create a workspace, upload the first file, then open the settings for storage and retention.For: Tenant admin, Documents admin
File lists and views
One list for every set of files, with filters, sorting, a card view and actions on everything that matches.
- One file list everywhere — A folder, All files, My files, Starred, Large files and Stale files all use the same list, so what you learn in one works in every other. Each shows only files you may open; for an administrator, All files covers the whole company.For: Employee, Documents user, Documents manager, Documents admin
- Columns that answer the usual questions — See name, type, size, owner, where the file lives, tags, last updated, status and expiry date at a glance. Status reads Active, Expiring soon, Expired or Legal hold. Last opened and Starred can be added as columns, and every list also shows as cards.For: Employee, Documents user, Documents manager, Documents admin
- Search, filter and sort in one place — Search file names, filter by type, owner, size, tag, date changed and status, and sort by any column. Save a combination as a view to reopen it in one click.For: Employee, Documents user, Documents manager, Documents admin
- One-click quick filters — Chips for Starred, Large (25 MB or more), Expiring soon and On legal hold show how many files match and narrow the list when clicked.For: Employee, Documents user, Documents manager, Documents admin
- Select everything that matches — Tick the header box, then choose Select all matching to take every file that matches your filter, not only the ones on screen. A list holds up to 2,000 files, and it says so when more match than it can show.For: Documents user, Documents manager, Documents admin
- Download, star, move, tag and share many files at once — With files selected, download them as a zip, star or unstar them, move them to another folder or drive, add tags, or share them with one person as viewer, commenter, downloader or editor. Each action appears only if you hold its permission, and download, move and share are applied only to files your access level allows.For: Documents user, Documents manager, Documents admin
- Request review, legal hold and trash for many files at once — Send the selected files to their reviewers, put them on legal hold or release the hold, or move them to the trash. Moving to trash archives the files and you can restore them from Trash; nothing is deleted for good. A summary says how many succeeded and why the others did not.For: Documents manager, Documents admin, HR manager
- Find large and stale files — Large files lists every file you can open, biggest first, to show what fills your storage. Stale files lists files nobody opened or changed in the last 180 days, least recently used first, as candidates to archive.For: Documents manager, Documents admin, Tenant admin
- Star files and drives — Star a file or a drive to find it again. A star is your own bookmark: it shows nobody else your choice and gives nobody access, and a starred file you can no longer open simply stops showing.For: Employee, Documents user, Documents manager, Documents admin
Upload and create files
Getting files in, safely, and starting new ones without leaving the page.
- Drag-and-drop, many files at once — Drop several files onto a folder or use the Upload button on the home page. Each file is fingerprinted, uploaded and filed into the folder you chose.For: Employee, Documents user, Documents manager
- Tamper-evident uploads — The browser computes a unique digital fingerprint (SHA-256) of each file and uploads it straight to your storage, which refuses any bytes that do not match. The server also checks the stored size before it accepts the file.For: Documents user, Documents manager
- Only safe file types are accepted — Word, Excel, PowerPoint (old and new formats), OpenDocument, PDF, RTF, ZIP, common images, text, CSV, Markdown and JSON are allowed, and the content is checked against the declared type. Web pages and SVG images are blocked because they can carry scripts.For: Tenant admin, Documents admin
- Upload size limit — Files over the limit are refused before anything is stored. The default is 50 MB. It is a company setting, but there is no Settings screen for it yet.For: Tenant admin, Documents admin
- Create a new file from scratch — Start a blank document, spreadsheet, presentation, text file, Markdown note or CSV and open it in the online editor. When the company language is Arabic, new Office files start right to left with an Arabic default font. Needs the online editor service.For: Documents manager, HR manager
- Download needs its own permission — Downloading is a separate access level from viewing. A short-lived download link is issued only to people with download rights, and any earlier version can be downloaded too. View-only people get no download link, though they can of course see the file on screen.For: Documents user, Documents manager
- Honest message when a file is missing — If a record exists but its file never finished uploading, Download says so in plain words and asks for a re-upload instead of showing a storage error page.For: Documents user, Documents manager
- Pick an existing document from other screens — A shared picker lets Finance choose a scanned invoice or receipt, and Fleet choose a handover sheet, by searching file names and contents. The same file is used rather than a second copy.For: Documents user, Documents manager
- Pictures pasted into rich-text fields — A picture pasted into a rich-text description elsewhere in the suite is stored in Documents with the usual fingerprint check and shown inline.For: Employee
Preview and online editing
Open and change files in the browser, with people working on the same file at the same time.
- Preview almost any file — PDFs, images, video, audio, Markdown, CSV tables, plain text and code open in the page. Word, Excel and PowerPoint files open in a read-only viewer.For: Employee, Documents user, Documents reader
- Edit Word, Excel and PowerPoint in the browser — Open a .docx, .xlsx or .pptx (and the older .doc, .xls, .ppt) in a full-screen editor on its own tab. You need edit access to the file and the write permission for documents. When two people open the same version of a file for editing, they join one session and see each other's changes as they type.For: Documents manager, HR manager
- Several people edit at once — Colleagues can work in the same file at the same moment and see each other's changes as they type.For: Documents manager, HR manager
- Every save becomes a version — When the editor saves, the result is stored as a new numbered version with its fingerprint, in its own storage location, so an earlier copy is never overwritten. Autosave and forced saves both create versions.For: Documents manager, HR manager
- Files on hold, PDFs and archived files — A file under legal hold and any PDF open in view mode only, whatever the user asked for. A file in the trash cannot be opened in the editor or viewer at all.For: Documents user, Documents manager
- Preview an older version — Look at any earlier version in the viewer without restoring it, then decide whether to bring it back.For: Documents user, Documents manager
- Comments inside the editor — Reviewers can leave comments in Word, Excel and PowerPoint files. A share link set to Can comment lets an outside reviewer comment without being able to change the text.For: Documents user, Documents manager
- AI tab inside the editor — The editor can show an AI tab that chats, summarises, translates and checks grammar and spelling using an AI provider your company has set up. It is on by default, shows only when the company has an AI provider, and can be switched off per company.For: Documents manager, HR manager, Tenant admin
- Arabic typefaces built into the editor — Arabic documents render in real Arabic fonts rather than a Latin fallback. A few proprietary faces such as Sakkal Majalla are replaced by a similar Arabic face.For: Employee, Documents user, Documents manager
- Upload your own fonts — Administrators can upload brand fonts, which are stored and listed in Settings. On the hosted cloud service an uploaded font may not yet appear in the editor, so treat this as an early feature.For: Tenant admin, Documents admin
Versions and history
Every change is kept, so a mistake can be undone and a question answered.
- Full version history — Every upload and every editor save is a numbered version showing who made it, when and how large it is, newest first, with preview and download for each.For: Documents user, Documents manager, HR manager
- Restore an old version — Bring any earlier version back as the newest one. Nothing is deleted, so the restore itself is part of the history. It is refused for a file on legal hold or in the trash.For: Documents manager, HR manager
- Send a PDF for signature — Ask up to ten people, inside or outside the company, to sign a PDF through a private link that needs no account. Each person can be e-mailed their link, in turn when they sign in order. They sign in order or in any order by drawing or typing their name, and every signature is logged with the time, network address and a fingerprint. When everyone has signed, a pinned Signed copy version is added with a footer on every page and a signature page in English and Arabic; with a company certificate chosen in PDF Tools it is also sealed. The sender is told when the request ends, can cancel it or give a signer a new link. Files on legal hold or declared as records can be signed only if the company's rules allow it. Links stop working when they expire, are replaced or the company switches the feature off.For: Documents manager, HR manager
- Approve or reject a saved version — When the editor saves a file with a problem, the save is kept as a version marked Waiting for review and does not replace the current file. A reviewer approves it, which makes it current when it is newer, or rejects it, which keeps it visible to reviewers only. Both decisions are audited, and neither is possible on a file under legal hold or in the trash.For: Documents manager, HR manager
- History and notes on a document — The document page has a History and notes tab listing every rename, move, legal hold, archive and retention change with the old and new value, who did it and when, plus notes and followers. The header names the person who last edited the file. Reading the history needs the right to open the record, and the same history is available for folders, workspaces and Copilot.For: Documents manager, HR manager, Documents user
- Pin a version — Mark a version as important so it stands out in the list. Naming the pin, for example Signed copy, is done through Copilot or the connector; the screen offers a plain pin.For: Documents manager, HR manager
- Edits made through a link are audited — If an outside person edits through a share link, each save becomes a new version and is recorded as a sensitive action with the time, network address and browser.For: Documents manager, Tenant admin
Search and find
Find a file by its name, by what it says, or by what it means, in English or Arabic.
- Keyword search that reads inside files — Search matches words inside PDF, Word (.docx), Excel, OpenDocument spreadsheet, text, CSV, Markdown and JSON files, not just their names, and shows a highlighted snippet. Quoted phrases, OR and minus exclusions work, and up to 100 results are shown. The text is read when a file is uploaded; changes saved later in the editor, and PowerPoint files, are not read.For: Employee, Documents user, Documents manager, HR manager
- Arabic-aware matching — Search ignores Arabic diacritics, treats the different forms of alef, ya and ta marbuta as the same letter and strips the definite article, so what people type finds what the document says. It does not match plural forms of a word; search by meaning covers that gap.For: Employee, Documents user, Documents manager
- Any word in a file name matches — A single word from a name like Onboarding Checklist.pdf finds the file, so does the whole name typed with its dashes and dots, and searching an extension such as pdf lists every file of that type.For: Employee, Documents user
- Search only returns what you may open — Results are filtered by the same access rules as browsing, so a colleague's private file never shows up as a hit, even by title.For: Employee, Documents user, Documents manager
- Search from the home page and a full search page — A search box on the home page gives instant results and falls back to meaning-based matches when the words do not match. The full search page offers Keyword, Meaning and Ask modes; clicking a result opens the document, and the words stay in the address so Back returns to the same results and a search can be shared as a link.For: Employee, Documents user, Documents manager
- Search by meaning, across languages — Finds a contract that says notice of cancellation when you typed termination clause, and lets an Arabic question reach an English document. Needs an AI provider that offers text embeddings, and tells you plainly when none is connected.For: Employee, Documents user, Documents manager, HR manager
- Ask your documents — Type a question and get an answer written only from passages you are allowed to read, with numbered citations to the source files. If nothing relevant is found it says so rather than guessing. The files used for an answer are logged against the person who asked. Needs an AI provider that offers text embeddings as well as chat.For: Employee, Documents user, Documents manager, HR manager
- Text from scans and photos — Scanned PDFs and photographed pages are read with an AI vision model so their words become searchable. It reads at most the first ten pages of a file, photos and page images up to 3 MB each, and scanned PDFs whose pages are stored as JPEG images.For: Documents user, Documents manager, HR manager
- Switch content indexing off — A company that does not want any document text stored can turn content indexing off in Settings; search then matches file names only.For: Tenant admin, Documents admin
- Older files are indexed in the background — An hourly job reads the text, and where an AI provider is set up the meaning, of files uploaded before indexing existed, 400 files per company per run, so the whole library becomes searchable without anyone re-uploading.For: Tenant admin
AI reading and Copilot
Let AI read what comes in, and let Copilot do library chores, always under the asker's own permissions.
- Read invoices, IDs, contracts and payslips — When switched on, an AI pass reads each uploaded PDF or image (PNG, JPEG, WebP), picks a type from English or Arabic words in the file name (passport, contract, payslip, invoice; invoice is the default) and stores fields such as supplier, VAT number, totals and dates with the file. The fields are advisory until a person checks them. The Documents screens do not show them yet; Finance and the connector use them.For: Accounts payable clerk, HR specialist, Documents manager
- Draft a bill or expense line from a scanned invoice — Finance can pick a scanned invoice or receipt that Documents has already read and get a draft vendor bill or expense line, flagged for checking before it can be submitted.For: Accounts payable clerk, Finance controller
- Work the library from Copilot — Ask Copilot to find files, search inside them, list versions, create folders and workspaces, grant or revoke access, manage teams and share links, restore files and folders, and more. Looking things up needs no confirmation; anything that changes data asks you first.For: Documents user, Documents manager, Documents admin, Tenant admin
- Bulk actions from Copilot — One Copilot request can archive, restore, move, tag or untag up to 200 documents at once, after one confirmation. A summary lists what failed and why.For: Documents manager
- A Documents specialist in Copilot — Copilot has a Documents specialist profile, so questions about files, workspaces and sharing are handled with the right vocabulary in English or Arabic.For: Documents user, Documents manager
- Connect other AI assistants — External AI assistants can use the same document tools through a standard connector, always acting with the signed-in user's own permissions.For: Tenant admin, Documents admin
- Your company's AI provider and keys — Reading, indexing and the editor AI use the AI provider and key set in your company's AI settings. Where none is set, the platform's default provider is used instead.For: Tenant admin
- Pick the editor's AI model from a list — Settings asks your AI provider which models it offers, so you choose from a list instead of typing a model name, and can give chat, summarise, translate and grammar checks different models.For: Tenant admin, Documents admin
Who can see and change what
Fine-grained access for people, teams and roles, with a clear answer to who can reach a file and why.
- Five access levels — Give each person Read, Comment, Download, Edit or Manage on a workspace, folder or single file. Read opens and previews, Download adds taking a copy, Edit changes the file and Manage changes who has access.For: Documents manager, Documents admin, Tenant admin
- Share with a person, a team, a role or a permission — Pick people from a searchable list, a team you built, a role such as HR manager, or everyone who holds a given permission. Grants on a folder or workspace flow down to what is inside. You need Manage access on the item; sharing a whole workspace is for documents administrators.For: Documents user, Documents admin
- Access that ends on a date — A grant can carry an end date and then stops by itself. Today the date is set through Copilot or the connector; the Sharing tab shows the date but has no date box.For: Documents admin, Documents manager
- Who has access, and why — The Sharing tab lists every person or group that can reach the file and says where each right comes from: this file, a folder, a workspace, a team, a role or a company-wide permission.For: Documents user, Documents manager, Documents admin
- Share at file, folder or workspace level — The Sharing tab has a level switch: share just this file, the folder it sits in, or the whole workspace. Folder and workspace grants show a warning that they reach everything inside.For: Documents user, Documents admin
- A Global access page for administrators — One page explains what each company-wide permission gives, lists every workspace with a Restricted switch and a Manage access button for people and teams, and holds the require-a-password setting for share links.For: Tenant admin, Documents admin
- Teams for sharing — Build a team of people once, such as Finance or a project crew, and share with it in one step. Adding someone gives them everything the team can reach; removing them takes it away.For: Documents admin, Documents manager, Tenant admin
- Turn a project into a team — When Project Management is licensed, a team can be built from a project's members in one click and refreshed later.For: Documents admin, Documents manager
- Company-wide baseline permissions — A role that can read all documents gets view rights across shared workspaces without hundreds of individual grants; the write, download and administer permissions raise the baseline in the same way. Documents, Global access explains what each baseline gives.For: Tenant admin, Documents admin
- Restricted workspaces — Mark a workspace as Restricted and the company-wide baselines stop applying: only people and teams you name, plus documents administrators, can open it. Use it for board papers, legal or HR cases.For: Tenant admin, Documents admin
- Ready-made Documents roles — Four role bundles come with the product: Documents reader (read only), Documents user (own files and sharing), Documents manager (the day-to-day library and teams) and Documents admin (everything, including storage and settings).For: Tenant admin
- Fine-grained permissions — Reading, writing, sharing, deleting, downloading, versions, tags, public links, edit links, legal hold, teams, fonts, storage, settings and permanent deletion are separate permissions, so a role can be built to match any job.For: Tenant admin
- Every grant is audited — Granting, changing and revoking access, and creating or changing teams, are written to the audit trail with who did it.For: Tenant admin, Documents admin
- Live presence only on documents you can read — The avatars that show who has a document open appear only for people who may read that document. Only people who may read a document can see who has it open, and asking about one they cannot read answers not found.For: HR manager, Tenant admin
- Share button only where sharing exists — The Share button on a document appears only for people who hold the right to share documents or create links. Everyone else sees no button that leads nowhere.For: HR manager, Tenant admin
Sharing outside the company
Send a file to someone without an account, with limits you control.
- Public share links — Create a link to one file that anyone can open without an account; the viewer shows the file in the browser with a Download button, for every link type including View only. Creating a link needs Manage access on the file. Links are off until the company switches them on in Settings, Features.For: Documents user, Documents manager
- Password-protected links — Add a password; the screen asks for at least six characters. The recipient must enter it before the file opens, and the password is stored only in scrambled form, never as typed.For: Documents user, Documents manager
- Require a password on every link — One company-wide switch in Documents, Global access refuses any link that does not carry a password.For: Tenant admin, Documents admin
- Links that expire — Choose how long a link lives: 1, 7, 14, 30 or 90 days, or one year (the default is 7). After that date it stops working.For: Documents user, Documents manager
- View, comment or edit links — A link can let the recipient only view, view and comment (Office files only), or edit in the browser editor. Edit links need their own permission held by tenant and documents administrators, a separate company switch that the platform administrator must also allow, a password, and a life of at most 30 days.For: Documents admin, Tenant admin
- Revoke a link at once — Revoke any link from the Sharing tab and it stops working immediately. The list shows each link's level and expiry.For: Documents user, Documents manager, Tenant admin
- A wrong link looks the same as a dead one — A wrong, expired, revoked or archived link, or one for a file on hold, all answer the same not found, so nobody can probe which links are real.For: Tenant admin
- Legal hold cancels links — Putting a file, or a folder, on legal hold revokes the public links of the files affected, and no new link can be made for a file on hold.For: HR manager, Tenant admin
- Note who a link is for — Record the recipient's e-mail address with the link. It is kept with the link and in the audit trail; the system does not e-mail the link or check the address, so you send it yourself.For: Documents user, Documents manager
- See who opened a link — Each visit by an outside viewer is logged with how long they stayed and shown in the file's Activity tab as someone with the link.For: Documents user, Documents manager, Tenant admin
- A code by e-mail and a stamp on a link — A link made for one person can ask for a 6-digit code that is e-mailed to the address you gave before the document opens: the code works for five minutes, five wrong tries lock the link for fifteen minutes, and it guards the file and the editor as well as the page. A link can also stamp the recipient's e-mail and the time across the document, so a screenshot says who had it (the stamp is drawn over the viewer; Download gives the original). Asking for a code without a recipient address is refused, and an administrator can switch the code option off for the company.For: Records manager, Employee
Tags, trash and bulk work
Tidy a library quickly, and undo a deletion.
- Colour-coded tags — Tag files to find them again. Tick files in the library, choose Tag or Remove tags, and pick the tags from a searchable list; a tag that does not exist yet can be created in the same box. Tags also work through Copilot and the connector, and show next to a file in the lists.For: Documents manager, Documents admin
- Bulk archive, restore and move — Tick up to 200 files and archive, restore or move them in one go. A summary tells you which succeeded and which failed and why; files on hold are refused.For: Documents manager, HR manager
- Trash you can browse — Deleted files wait in the Trash, where you can select many and restore them. The page says how many days remain before they are destroyed and lists only trashed files, so a live file is never deleted by mistake.For: Documents manager, HR manager, Documents admin
- Permanent delete is for administrators — Only an administrator holding the permanent-deletion permission can destroy trashed files early, and files under legal hold are skipped. Everyone else restores, and the schedule does the rest.For: Tenant admin
Retention, legal hold and destruction
Keep what must be kept, destroy what must go, and be able to prove both.
- Legal hold on a file — Place a file on legal hold from its menu and it cannot be archived, destroyed, shared by link, edited or rolled back to an older version until the hold is lifted. Only people with the retention permission can set or lift it. The file can still be renamed or moved.For: HR manager, Tenant admin, Documents admin
- Virus scan on upload — When switched on, every file stays pending until the company's virus scanner confirms it is clean. An infected file is refused with a plain sentence and nothing is stored; if the scanner cannot be reached the upload waits and says so instead of being accepted unchecked. Documents' own uploads, signed contracts filed by the contracts module and an editor's saves pass the same check; files other modules keep in their own storage and files stored before it was switched on are not scanned. Off by default, and the scanner is provided by whoever runs the platform.For: Tenant admin
- Declare a file as a record — A records officer locks a file as a record, with an optional end date and reason. Until the lock ends the file cannot be renamed, moved, archived, edited, restored to an older version or shared for editing, and every attempt is refused with a sentence saying why and until when. An ordinary record is unlocked only by someone holding the unlock permission, who must give a reason; a regulatory record can never be unlocked. Declaring and unlocking both appear in the file's activity and the audit log.For: HR manager, Tenant admin, Documents admin
- Review and approval of file versions — An author sends a version of a file for review; a reviewer sees it in a review queue and approves it, or rejects it with a comment. For a file that has been sent for review, people who can only read it are served the approved version while a newer version is in review, and approving a version makes the previous approved one obsolete. Every step is kept with the person and the time, the person who sent a version cannot approve it unless the company allows that, and the steps are announced as events other modules can react to.For: HR manager, Tenant admin, Documents admin
- Request a document — Ask an outside person for a document: name what you need, who you are asking, the folder it should land in and a due date. You get a one-time link; the person opens it without signing in, and sends one file — after that the link stops working and the file appears in the folder under the request's name. The page carries your company's logo, name and brand colour, says who is asking with their work e-mail, what is wanted and why, by when and until when the link works, and explains how the file is kept (a private one-file link, the expiry date, the virus check when it is on, the address to check, what to do when not expecting it); it is in English and Arabic and built for a phone. A link that was used, withdrawn, replaced or expired says which, and uploads through it pass the same virus scan as every other upload. Requests show as waiting, overdue or received, overdue ones are called out on Documents home, and a reminder is raised two days before the date and on it.For: HR manager, Tenant admin, Documents admin
- Document types with typed fields — An administrator defines a document type such as a trade licence with typed fields — text, number, date, yes/no or a choice from a list — and marks some required. On a file's Fields tab people pick the type and fill the fields; dates and numbers are checked and required fields enforced. What the AI read from the file is shown as a suggestion marked as needing a check and is used only when a person accepts it. A folder can name a default type, the library can be filtered by a field such as an expiry date, and every change to a field appears in the file's activity.For: HR manager, Tenant admin, Documents admin
- Expiring documents, reminders and Renew — A document whose type has an expiry date is tracked. Documents home shows how many have expired or fall due in 30 days, and the Expiring soon page lists them soonest first with chips for expired, 7, 30 and 90 days. The person who filed each document is reminded at 90, 60, 30, 15 and 7 days, on the day and once when it has lapsed — never the same reminder twice. Renew files the new copy as the next version of the same document and moves the date in one step, so the old copy stays in the history; a date that does not move forward, a different kind of file or a document under legal hold is refused with a plain sentence.For: HR manager, Tenant admin, Documents admin
- Legal hold on a folder — Through Copilot or the connector a folder can be put on hold: its files' public links are cancelled, saves in the editor are refused, and the folder cannot be archived. Files already in the folder, files uploaded or moved into it later, and files in its sub-folders are held too, and a file moved out is released unless it is held on its own. Releasing the folder lifts only the holds the folder alone was giving.For: HR manager, Tenant admin
- Automatic clean-up of the trash — Every night, files whose time in the trash has run out are destroyed together with their stored copies, and files under legal hold are always skipped. The default trash period is 90 days; a separate company setting, six years by default, caps it. There is no Settings screen for either number yet.For: Tenant admin
- Destruction leaves a permanent record — Every file destroyed by the nightly clean-up writes an audit entry that is kept forever, so you can prove when and why a record was removed, for example in answer to a data protection request.For: Tenant admin, HR manager
- Preview before you destroy — A dry run lists exactly what a clean-up would destroy without touching anything, so a records manager can check first. It is available through Copilot or the connector.For: Tenant admin
Activity and audit trail
Who opened, changed and shared a file, by name.
- A timeline for every file — The Activity tab merges opens, downloads, edits, new versions, grants and share links into one newest-first story with people's names, and can be filtered by kind. Anyone who can open the file can read it.For: Documents user, Documents manager, HR manager
- How long each person looked — Each preview or editor session records how long the page was actually visible, and shows still open while someone is reading. Outside viewers on a share link are included.For: Documents manager, HR manager, Tenant admin
- Every open and download is logged — Opens and downloads of any file are recorded with the user and time, so the question of who accessed a sensitive document always has an answer. The files used to answer an Ask your documents question are logged against the person who asked.For: Tenant admin, HR manager
- Audited changes with a stated purpose — Creating, renaming, archiving, restoring, downloading, opening the editor and every permission change write an audit entry that records the legal basis and purpose of the access.For: Tenant admin
Storage and administration
Where files are kept and the switches an administrator controls.
- Your files in your own storage — Connect your own Cloudflare R2, Amazon S3, DigitalOcean Spaces, Wasabi or another S3-compatible cloud store, or a QNAP, Synology, TrueNAS or other network-attached storage (NAS) device behind an S3 gateway. There is no shared hosted storage, so until you connect one, uploads stay off.For: Tenant admin, Documents admin
- Test the connection first — A Test connection button checks the storage location, the keys and the browser-upload permission and tells you which one is wrong, without ever showing a secret.For: Tenant admin, Documents admin
- Secrets stay hidden — Storage keys are shown masked after saving, and saving a form without retyping the key never overwrites the real one.For: Tenant admin
- Private-address guard — An address on a private network is refused unless the platform has allowed it for your company, and local, metadata and internal addresses are always refused, so a typed storage address cannot be turned against your own network.For: Tenant admin
- Storage usage at a glance — Settings shows the number of documents, versions and workspaces and the space used by documents and fonts, so you can see where space goes.For: Tenant admin, Documents admin
- AI and search switches — Five switches in Settings turn on or off automatic reading of uploads, content indexing, search by meaning, Ask your documents and the editor AI tab.For: Tenant admin
- Company switches and platform kill-switches — In Settings, Features a company can switch the whole Documents module, public links and edit links on or off. A platform administrator can also switch a feature off for every company at once, and that setting wins.For: Tenant admin
- Workspaces repair themselves — Each time the Documents service starts it makes sure every company has its shared and module workspaces, so a missing one is created instead of staying broken.For: Tenant admin
- File analysis for administrators — One page shows how much the company stores, how it grew month by month and where it is heading: a straight-line forecast fitted to the last complete months, with the method, the monthly growth and how well it fits written under the chart, and when the platform storage plan will be full. It also counts large, untouched, duplicate, expired and held files, lists the largest drives and the people who store the most by name, and every figure opens the files behind it.For: Documents admin, Tenant admin
Storage plans and payments
Every workspace gets storage and AI from the platform with no setup; more room is a plan or prepaid credit.
- 1 GB of storage with no setup — A new workspace stores its files on the platform from the first minute: 1 GB free, kept under its own private prefix that no other workspace can reach. Connecting your own bucket stays one setting away.For: Workspace administrator
- Plans of 10, 50 and 100 GB — Buy a plan monthly or yearly from Settings, Billing and plan. Moving to a bigger plan charges only the difference for the days left; the quota rises at once.For: Workspace administrator
- Pay by card or bank transfer — Pay by card on Stripe's secure page and keep the card for renewals, or pay by bank transfer quoting the invoice number; a platform administrator records the transfer and the plan is granted.For: Workspace administrator
- Warnings at 80, 90 and 100 percent — Administrators get one e-mail and one in-app notice at each level, a banner they can dismiss, and a short grace before new files are refused. Ordinary users are never shown amounts.For: Workspace administrator
- Prepaid credit and pay-as-you-go — Top up credit to keep adding files beyond a plan, billed per GB-month a little each day, and to pay for platform AI beyond the free monthly allowance. A low-credit notice says how many days are left.For: Workspace administrator
- A full workspace never loses files — When storage is full only new uploads are refused with a plain message. Opening, downloading, deleting and exporting always work, and nothing is deleted for size or for an unpaid invoice.For: Workspace administrator, Employee
- Invoices and receipts with VAT — Every charge is a numbered invoice with VAT, printable in English or Arabic; a paid invoice reads as a receipt. A workspace sees only its own invoices.For: Workspace administrator
Files inside the rest of the suite
Other modules keep their files here, so one set of storage, access and audit rules covers everything.
- Project documents with matching access — Link library files to a project and every project member gets view access, kept in step as people join or leave. The project manager can narrow one file to chosen members. Members get view rights, not download.For: Project manager, Documents manager
- Task attachments — Files attached to a project task are stored in Documents with the same fingerprint check, versions and search.For: Project manager, Employee
- Vehicle handover sheets — Attach up to fifty documents, such as the signed handover sheet and photos, to a vehicle handover, so a later dispute has proof on the record.For: Fleet manager
- Rental handover photos and signature — Photos and the customer's signature taken at hand-over are stored as ordinary documents, so they can be opened and kept by the same rules.For: Rental agent
- Product pictures and downloads — Product pictures and the file behind a digital product are stored in Documents rather than a second uploader.For: Catalogue manager
- Letter enclosures — A letter record in the Correspondence register lists its enclosures, which are Documents files with mailroom details added, and opens them through a short-lived link that is written to the register's access log. Attaching a file to a letter is done through Copilot or the connector; the register's screens list and download them.For: Correspondence officer
Arabic and Gulf readiness
Built for Arabic documents and for companies that must choose where their files live.
- Arabic interface — The Documents screens are available in Arabic and lay out right to left. A few labels on the file page are still English.For: Employee, Documents user, Documents manager
- Files stay in the country you choose — File contents go to the storage you connect, in the country and with the provider you choose. File names, searchable text and history are kept in your company's database, whose location is a separate setting. Whether that meets a data-residency rule such as the Saudi Personal Data Protection Law (PDPL) or a UAE requirement is for your legal adviser to confirm.For: Tenant admin
- Answers in Arabic — Ask your documents answers in Arabic when the company language is set to Arabic.For: Employee, Documents user
Learn it in the app
A guided tour inside Documents teaches the work by having you do it.
- Hands-on guided tour — 4 short chapters (Find and open a file; Upload and organise; Share and review together; Keep files up to date) that start by themselves the first time you open Documents. Each step waits for you to really do it, such as opening a list or saving a first record, and any chapter can be paused, resumed or replayed from the last row of the Documents menu or from Tours in the account menu.For: Employee, Documents user, Documents manager, HR manager, Documents admin, Tenant admin
Works with other modules
A scanned invoice becomes a draft billSupplier, VAT number, dates, totals and lines that Documents read from a scanned invoice or receipt reach Accounting as a draft bill or expense line, only when a person picks that document.Accounting gets its own workspaceWhen both modules are in the plan, Documents creates an Accounting workspace that is listed to people who hold the accounting read permission. Nothing moves into it by itself.Copilot works your libraryCopilot reads documents, search results, access lists and storage figures, and after you confirm, creates folders, grants access, manages share links and restores files for you.A letter's enclosures are documentsThe files that arrive with or go out with a letter are stored as documents in Documents; Correspondence keeps only the mailroom details such as whether a file is a formal enclosure.Product pictures and downloads live in DocumentsA picture or a download file is uploaded through Documents into your own storage and the product keeps only a reference to it.Handover sheets and photos attach to a vehicle handoverThe signed handover sheet and photos of a vehicle are documents in Documents, and the handover keeps up to fifty references to them.HR gets its own workspaceWhen both modules are in the plan, Documents creates an HR documents workspace that is listed to people who can read employee records. Nothing moves into it by itself.Payroll gets its own workspaceWhen both modules are in the plan, Documents creates a Payroll workspace that is listed to people who can read payroll runs. Nothing moves into it by itself.Project files open for every project memberDocuments linked to a project are viewable by the project's members, and the access follows people joining or leaving the project.Rental handover photos and signatures are documentsPhotos and the customer's signature taken at a rental hand-over are stored as documents, and the hand-over keeps their references.Document workspaces feed the vault reportWorkspaces, folders, retention rules and legal holds are read for the Document vault pack and the Compliance wall.Controlled documents sit beside the document libraryThe suite requires the Documents module; its controlled-document register lists policies and procedures with revision and review dates.Job descriptions are written in the online document editorA role's long description and requirements are written in the same online document editor the Documents app uses, saved as document files, and the description's text is copied to the public career page.Documents are kept in storage the company controlsThe storage location set by the administrator decides where Documents puts file contents, and backups and retention rules apply to those files.Letter attachments are stored as documentsFiles attached to a letter are uploaded to the company's document storage and linked to the record.Ask a question and get an answer from your own filesThe Copilot retrieves the passages of your uploaded documents that match a question and writes an answer only from them, naming the source documents.PDF tools writes to the same company storage as DocumentsThe storage bucket connected for Documents is the one PDF tools reads uploads from and writes results to. Nothing is copied between the two: a PDF tools result does not appear in the Documents library.Recordings and meeting files live in your company storageThe storage bucket configured under Document management settings holds meeting recordings, speaker audio and chat attachments. Without it, recordings cannot be played, transcribed or deleted and chat files cannot be shared.Files in chat use your company’s own storageAttachments and voice messages go to the storage bucket you connect under Document management settings. They do not appear in the document library, and chat never falls back to a shared platform bucket.Contracts, bond letters, delivery notes and site photosFiles that belong to a job are kept in Documents and linked from the record: the contract and its signed copy, a bond and its extension letters, a delivery note for materials on site, a variation's instruction, and the diary's photos.Contract files and signed copies are kept in DocumentsThe text of each version, the signed PDF and the certificate are filed in Documents, and the signed copy is kept under legal hold. A file chosen from Documents is opened as the person sending it.
Done by more than one person
A file is shared with a colleagueA file is sent to someone outside through a linkA supplier edits a draft through an edit linkA confidential workspace only a named team can openA legal hold freezes a fileA deleted file is recovered, or destroyed for goodTwo people edit one spreadsheet and fix a mistakeA project file reaches the whole project teamA scanned invoice is checked before it becomes a billStorage fills up and the administrator adds room
What each role gets
- Employee — A private, secure space (My drive) for identity and career documents: upload a passport, visa, national ID or certificate and every file gets a digital fingerprint that reveals any tampering, while each change is kept as a new version. Only the person and a documents administrator can reach their drive, and they can give a colleague view, comment or edit access to any document they own. Where the company switches it on, AI reads fields such as the passport number and expiry date and keeps them advisory until a person checks them.
- HR manager — Looks after employee files in the HR documents workspace and places legal holds that stop destruction and any change for anything tied to a lawsuit, a regulator's request or a review for the person the data is about, lifting them when the case ends. Reviews the permanent destruction record that proves when and why each file was removed; destroying deleted files early stays with the administrator. Because every upload and save is a new version, a corrected file never erases the original, and every open, download, share and destruction is recorded in the audit trail and in the file's Activity tab.
- Tenant admin — Sets how document management works for the whole company: connects the company's own storage and tests the connection — required before any upload works, as there is no shared hosted storage — and watches storage usage. Controls the AI reading and search switches, the company language that sets the language of answers, the in-browser editor for Office files, public share links and edit links, leaving day-to-day uploads, shares and legal holds to HR and staff. A dry run through the AI Copilot shows exactly what the nightly clean-up will destroy before it happens, and only the admin can destroy deleted files ahead of time, so early destruction stays a deliberate decision.
Frequently asked questions
Where are my documents stored, and can I keep them in Saudi Arabia or the UAE?
File contents go to storage you connect yourself: Cloudflare R2, Amazon S3, DigitalOcean Spaces, Wasabi, another S3-compatible store, or a network-attached storage (NAS) device in your own office behind an S3 gateway. You choose the provider and the country. There is no shared hosted storage, so uploads stay off until a location is connected, and files already uploaded do not move if you change it later. File names, searchable text and history are kept in your company's database, which has its own location setting.
Does it handle Arabic documents and Arabic search?
Yes. The screens are available in Arabic with right-to-left layout, new Office files start right to left with an Arabic font when your company language is Arabic, the editor ships real Arabic typefaces, and search ignores diacritics and letter variants and strips the definite article. It does not match plural forms of a word by keyword; search by meaning, which needs an AI provider that offers embeddings, can match an Arabic question to an English document.
Can I search inside scanned PDFs and photographed pages?
Yes, when your company has connected an AI provider. Scans are read at upload and their words become searchable, and an hourly job picks up older scans. Reading stops after ten pages per file, photos and page images up to 3 MB, so a very long scan is only searchable in part.
Can I share a file with someone outside the company safely?
Yes, through a link you control. Links are off until your administrator switches them on; each can have a password, an expiry from one day to a year, and can be view, comment or edit. Every link includes a Download button. You can revoke a link at once, see in the Activity tab each time it was opened and for how long, and legal hold cancels links automatically. The system does not e-mail the link; you send it yourself.
Are the HR, payroll and accounting workspaces private?
They are listed only to people who hold that module's read permission, but they are not sealed. Anyone with company-wide document read can still find files in them through search. To close a workspace completely, an administrator marks it Restricted and names who may enter.
How do retention and legal hold work?
Archived files sit in the trash for 90 days by default and are then destroyed every night together with their stored copies, with a permanent audit record. A second company setting, six years by default, caps the trash period. A file on legal hold is skipped by the clean-up and cannot be archived. Both periods are company settings, though there is no Settings screen for them yet.
Can several people edit a Word or Excel file at the same time?
Yes. Word, Excel and PowerPoint files, including the older doc, xls and ppt formats, open in a browser editor where several people edit live and see each other's changes. Every save becomes a numbered version you can preview, restore or pin. Editing needs the document write permission.
Does it include e-signature or document approval workflows?
Signing a PDF: yes. The Signatures tab sends it to up to ten people by private link (e-mailed if you wish), logs every signature and adds a Signed copy with a signature page, sealed when a company certificate is chosen. UAE Federal Decree-Law 46/2021 gives electronic signatures legal effect; this is an ordinary electronic signature with evidence, not a qualified one (that needs a TDRA-accredited trust service provider), so ask your legal adviser for documents the law says need more. Approvals for requests live in the modules that own them.
What does it not do?
There is no desktop sync folder and no native mobile app today. Lists show the 500 most recently changed files and keyword search shows up to 100 results. Folder rename, move, archive and legal hold, tags and access end dates are available through Copilot, not yet as buttons. A catalogue of document types with per-country retention rules is not part of it.
What happens when my storage is full?
Only new uploads are refused, with a clear message. You can still open, download, delete and export your files, and nothing is deleted. Add a plan or credit and uploads work again.
Part of one platform
Document Management is one of 59 apps (36 business apps and 23 ISO standards) that share the same sign-in, the same people, the same customers and the same AI copilot. See all apps or how Tarleaks ERP compares with Odoo, ERPNext and Zoho.