Documents
A role-aware file library with folders, document types, minimum-role visibility and an approval flow with a signer of record.
The Documents library (/documents) is where your workspace's official
files live - policies, guides, reports - with per-document access control
so sensitive files reach only the right people.
Document types
Each document is tagged with a type:
- Policy - official policies and regulations.
- Guide - manuals and how-to documents.
- Report - periodic or one-off reports.
- Other - everything else.
Types make the library filterable and signal at a glance what a file is.
Role-based visibility
Each document has a minimum role that controls who can see and download it:
| Minimum role | Who can view |
|---|---|
| Member | everyone in the workspace |
| Agent | Agents, Admins, Owners |
| Admin | Admins, Owners |
| Owner | Owners only |
A Member browsing the library sees only documents available at Member level; an Owner sees everything. Documents you can't see simply don't appear.
Folders
Documents are organised in a folder hierarchy with breadcrumb navigation, so the library scales beyond a flat list - for example Policies / HR or Reports / 2026.
Approval flow
Documents can go through an approval flow:
- A document is uploaded and submitted for approval.
- An authorised user approves it, becoming the signer of record.
- The approval is captured in an audit trail: who signed off, and when.
This gives compliance-sensitive files (policies, official reports) a verifiable paper trail inside the platform.
Uploading & managing
Admins and Owners upload documents, set the type and minimum role, organise folders and run the approval flow. Other users consume the library according to their role.
The document library stays a human-facing file area - files here are not read by the AI directly. To make a PDF's content answerable by the AI assistant, use document → knowledge import: the AI restructures the PDF into draft knowledge articles you review and publish, each linking back to the source file. Imported source PDFs are stored here in a Knowledge sources folder. See the knowledge base.
Who can do what
| Action | Member | Agent | Admin | Owner |
|---|---|---|---|---|
| View / download | by minimum role | by minimum role | ✓ | ✓ |
| Upload & set type / visibility | ✗ | ✗ | ✓ | ✓ |
| Organise folders | ✗ | ✗ | ✓ | ✓ |
| Approve (signer of record) | ✗ | ✗ | ✓ | ✓ |
Knowledge base
A searchable library of help articles that powers both search and the AI assistant, with semantic retrieval and helpful votes.
Feedback & reviews
Collect star-and-comment reviews from a public link, the embeddable widget, signed-in members, or pasted-in Google reviews - then let the AI keep a running "key improvements" report up to date.