Last updated:

What is Documents?

Learn more about Documents in SafetyCulture and transform how your organization’s files are managed via the web app and mobile app.

This feature is currently in Early Access. If you're interested, please contact our customer support team or your customer success manager to check if your organization is eligible.

What is Documents?

The Documents feature is your all-in-one solution for file management. Securely store and manage your organization's files in SafetyCulture, and sort easily with folders, tags, and bookmarks for quick access. You can also keep track and manage file versions and share them with your team efficiently.

Manage files and folders in Documents via the web app.

To help manage your organization's files, certain permissions are in place to control who can create files and folders and manage file tags.

You can upload the following supported file types: JPEG/JPG, PNG, PDF, and DOCX. Each file can be up to 50 MB in size. You can also store up to 20 folders inside every folder.

Documents in SafetyCulture

File and folder management

You can add, duplicate, and archive files individually or in bulk with Documents. For bulk uploads, you can either select or drag and drop the files on the page. You can also create folders to organize your digital space further and enjoy effortless access to personal and shared files.

Manage files and folders in Documents via the web app.

If you want to clean up your space, archive files and folders you no longer need. Rest assured that you can quickly view or restore them as needed.

Access control

Any user who adds a file or folder can access it by default. When you share your files or folders, you can grant users and groups either "View" or "Edit" access. As the name suggests, any user or group with “View” access can only see the file or folder and cannot make any changes. The “Edit” access is useful for files or folders managed by multiple collaborators.

Moreover, if you’re leaving the team or project, consider transferring the ownership of files and folders you own to help other users manage them instead. It keeps things organized, ensures the right people have access and prevents important files from being neglected.

Manage access to Documents via the web app.

The access level you give to specific users or groups for a folder you own will automatically be the same one granted to them for all its contents. To remove their access to a file inside the same folder, you must remove their access to the folder.

File and folder sharing

Copy links to files and folders to share them with anyone in your organization at any time. These links are private and cannot be shared externally. You must also have a SafetyCulture account and be logged in to the platform to view a file or folder that’s shared with you.

When files or folders are shared with you or a group you're in within the organization, you'll immediately receive notifications in the web app or mobile app for each shared file. This ensures timely notification for users you've shared files or folders with, reducing the risk of any shared files being missed within the team.

View notifications in Documents via the web app.

Please note that notifications for files or folders shared within your organization are not yet available via the Android mobile app.

Tag setup

Add tags to find your files easily. Treat tags like keywords that help you label and sort your files. You can use something descriptive, such as project names, months, or locations.

Add tags for files via the web app.

File bookmarking and flagging

Bookmark files you frequently reference or need swift access to. It’s a convenient way to limit scrolling through your entire list of files and jump straight to a specific file when needed. You can also flag files for review to communicate to your team which ones need to be prioritized and to be transparent about other ongoing discussions.

Bookmark and flag files via the web app.

Version control

Version control is important for managing your files because you can track changes made to them over time. You can view and download any previous version of a file you have access to. However, kindly note that there's no way to restore an old version of a file.

Version control in Documents via the web app.

Documents on mobile

View and download your organization's files via the mobile app while you're on the go. To preview a file, ensure that file extensions are included in the file names.

If anyone from your team shares a file or folder that's already archived, you can only view it via the mobile app when the owner of the file or folder restores it. In addition, you need to download DOCX files before you can view them.

Need more help?
In this article