Add dated file uploads to a standard requirement
Standards support file uploads as dated evidence entries. When you add a file to a requirement, you set a record date and an optional expiry date, so the system can track whether each entry is current or expired. The file upload evidence area shows these entries in a separate list, so you can review what was added, when it was added, and whether it is still current.
You can add a file by uploading a new one directly, or by linking an existing attachment that has already been uploaded to another record. The system shows a health badge if the source is missing or the file has expired.
Before you start
You need the Manager or Admin role for the Standards module. If you cannot see the file upload evidence area or the add-entry option, ask your site administrator to update your permissions in Settings > User Management > Edit Access.
How to add a dated file upload entry
Open the standard requirement you want to update and go to the Evidence section.
Go to the file upload evidence area and choose to add a new file upload entry.
Select the source:
Direct upload — upload a new file from your device.
Attachment — pick an existing file that has already been uploaded to a record in the system.
Enter the record date — the date the file was created or became valid.
Optionally add an expiry date if the evidence has a validity period.
Save the entry.
The entry appears in the file upload evidence list with its record date and expiry date. If an expiry date has passed, the entry is shown as expired.
How to interpret status and warning badges
Each file evidence entry shows a health status so you can see when it needs attention:
Expired — the expiry date has passed. Renew or replace the file to keep the requirement healthy.
Missing source — the uploaded file or linked attachment has been removed or is no longer available. Re-link the evidence or upload a replacement.
Linked file (no access) — you have lost access to the underlying record. Contact your administrator if you need to view it.
How to remove a file upload entry
If an entry is no longer needed, you can remove it from the requirement.
Open the standard requirement and go to the file upload evidence list.
Find the entry you want to remove.
Remove the entry.
Removing an entry removes the evidence link from the requirement. The underlying file is not deleted from the system.
Common questions
What is the record date for? The record date is the date the file was created or became valid. It helps you track when the evidence applies.
What happens when an expiry date passes? The entry is shown as expired in the file upload evidence list, so you can see which evidence needs to be renewed.
Does removing an entry delete the file? No. Removing an entry removes the link from the requirement. The underlying file remains in the system.
For the broader evidence linking workflow, see Link Evidence to a Standard. For instructions on uploading files to the system, see Uploading Documents. To review all linked evidence for your site, see View site evidence and linked requirements.
For adding supplementary evidence such as files or manual confirmations that do not affect compliance scoring, see Add supplementary evidence to a requirement.