Why Document Metadata and Properties
Document metadata helps you organize, find, and manage your files in CalmCompliance. Properties like the document name, description, category, and tags make it easy to filter, search, and understand what each document is for—without opening it. Well-organized metadata transforms a simple file library into a powerful knowledge management system. When you upload or edit a document, set these properties so your team can quickly locate the right information.
How to Edit Document Properties
Open the document you want to edit
Click Edit Details (in the document actions menu)
Update any of the fields:
Document name (required) — the title users see in the library
Description (optional) — context about purpose, scope, or when to use it
Category (optional) — one broad grouping set up by your administrator
Tags (optional) — multiple flexible labels for filtering and search
Approval workflow (optional) — requires approval before new versions go live
Review schedule (optional) — reminders to review and update regularly
Click Save Changes
Changing the approval workflow or review schedule only affects future versions—it doesn't trigger approval or review for the current version.
Common Questions
What's the difference between categories and tags? Each document can have one category (broad groupings like "HR" or "Health & Safety"). Documents can have many tags (flexible labels managed in Settings > Tags that work across modules).
Can I change the document name after uploading? Yes. Edit the document name anytime via Edit Details. This doesn't affect the version history or file—just the displayed title.
Do I have to add tags or a category? No, both are optional. Adding at least a category and a few relevant tags makes documents much easier to find as your library grows.
What happens if I assign an approval workflow after a document is already published? The workflow applies to future versions. The current published version isn't affected.