Why Upload Documents
Uploading PDFs to CalmCompliance gives your team a single place to find the latest version of policies, procedures, and other files—no searching email or shared drives. Everyone sees the same current version, and you can attach documents to locations for QR code access, distribute them for acknowledgment, and track who has viewed them. Use uploads when you already have a finished PDF from another source; for writing content from scratch with collaboration, use Creating editor documents instead.
How to Upload a Document
Go to Documents from the main menu
Click Add Document in the top right
Select Upload Document (choose Editor Document if you want to write in CalmCompliance)
Click Choose File and select your PDF
Fill in the details:
Document Name (required): A clear, searchable title
Description (optional): What the document covers
Category (optional): To organize the document
Tags (optional): For filtering and search
Optionally set Approval Workflow or Review Schedule if governance is needed
Click Upload
Your document is uploaded as version 1.0 and appears in the Documents library. You automatically follow it to receive notifications about changes.
Before You Start
You need the Manager role for the Documents module. If you can't access this feature, ask your site administrator to update your permissions in Settings > User Management > Edit Access.
File requirements: PDF only, up to 5 GB. Name your file clearly before uploading (e.g. "Fire Safety Policy.pdf").
Common Questions
Can I upload Word or Excel files? No. CalmCompliance accepts PDF only so everyone sees documents exactly as intended. Convert to PDF before uploading.
What if I make a mistake during upload? Edit the document details (name, description, category, tags) by opening the document and clicking Edit Details. If you uploaded the wrong file, add a new version to replace it.
What's the difference between categories and tags? Categories are broad groupings (e.g. "Health & Safety") set up by your administrator—one per document. Tags are flexible labels from Settings > Tags—many per document, ideal for filtering.
Should I add an approval workflow when I first upload? Yes, if the document needs review before going live (e.g. a new safety policy). For already-approved documents, you can publish directly without one.