Overview
Uploading PDF documents to CalmCompliance gives everyone a single, central place to find the latest version of important policies, procedures, and other files. Instead of searching through email attachments or shared drives, your team can access the right document instantly—and you'll always know they're reading the most current version.
This guide covers uploading existing PDF files. If you want to write content directly in CalmCompliance with rich formatting and real-time collaboration, see Creating editor documents instead.
When you upload a document, it's stored securely with full version history, optional approval workflows, and automatic review reminders.
Before You Start
To upload documents, you'll 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
Accepted format: PDF files only
Maximum file size: 5 GB
Best practice: Name your file clearly before uploading (e.g., "Fire Safety Policy.pdf")
Uploading Your First Document
Navigate to Documents from the main menu
Click the Add Document button in the top right
Select Upload Document (this is for uploading PDF files—choose Editor Document if you want to write directly in CalmCompliance)
Click Choose File and select your PDF document
Fill in the document details:
Document Name (required): This is the title users will see—make it clear and searchable
Description (optional): Add context about what the document covers or when to use it
Category (optional): Choose a category to help organize your documents
Tags (optional): Add labels like department, location, or document type for easier filtering
Optionally configure governance:
Approval Workflow: Select if this document needs approval before publishing
Review Schedule: Choose a review policy to ensure the document stays current
Click Upload to create the document
Your document is now uploaded with version 1.0 as the current published version. You'll automatically follow this document to receive notifications about changes.
What Happens After Upload
Once uploaded, your document:
Appears in the Documents library where anyone with access can view it
Has version 1.0 as the first published version
Can be attached to locations like buildings or rooms so staff can access it via QR codes
Can be distributed to users for acknowledgment
Tracks who views it so you can see engagement metrics
If you added an approval workflow during upload, the document follows that approval process. If you added a review schedule, you'll receive reminders when it's due for review.
Common Questions
Can I upload Word or Excel files?
No, CalmCompliance only accepts PDF files for document uploads. This ensures everyone sees documents exactly as you intended, regardless of their device or software. Convert your files to PDF before uploading.
What if I make a mistake during upload?
You can edit the document details (name, description, category, tags) after uploading by viewing the document and clicking Edit Details. If you uploaded the wrong file, you can add a new version to replace it.
Can I upload multiple files at once?
Not currently. Each document upload is individual. However, once uploaded, you can quickly organize multiple documents using tags and categories.
What's the difference between categories and tags?
Categories are broad groupings (like "Health & Safety" or "HR Policies") that your administrator sets up. Each document can have one category. Tags are flexible labels managed in Settings > Tags that you can apply to documents. Each document can have many tags, making them ideal for multi-dimensional filtering and organization.
Should I add an approval workflow when I first upload?
If this document requires review before going live (like a new safety policy), yes—add an approval workflow. For documents that are already approved or don't need formal review, you can publish directly without an approval workflow.
Will uploading notify anyone?
Not automatically. However, if you added an approval workflow, the designated approvers will be notified. You can also distribute the document to specific users after uploading to notify them.
Related Topics
Creating editor documents - Write documents directly in CalmCompliance instead of uploading PDFs
Document versioning - Learn how to upload new versions of existing documents
Publishing vs. draft documents - Understand when to use drafts for changes
Attaching documents to locations - Make documents accessible via QR codes
Creating approval policies - Set up who approves documents before they go live
Creating review policies - Keep documents current with scheduled reviews