Managing Your Document Library

Why Managing Your Document Library

Documents need ongoing care—updating metadata, correcting content, or removing outdated files. Managing your library keeps policies current and accessible. You can edit document details, create new versions, and when necessary, delete documents. Understanding permissions helps you know who can do what and who to contact when you need access.

Before You Start

• Editing: You need the Manager role for Documents and access to the document's category (if the category restricts access).

• Deleting: You need the Admin role for Documents. If you don't see Delete, ask your site administrator to update your permissions in Settings > User Management.

How to Edit a Document

1. Open the document from the library

2. Click Manage

3. Open the Details tab

4. Update name, description, category, tags, approval workflow, or review schedule

5. Click Save Changes

To edit the document content itself: for editor documents, edit directly in the viewer and create a new version when ready. For PDFs, upload a new version via the document page.

Related: See Document metadata and properties for how each field works and Document versioning for creating and publishing new versions.

How to Delete a Document

1. Open the document from the library

2. Click Delete

3. Review the confirmation—it lists what will be removed (versions, distributions, approvals, attachments, reviews)

4. Click Delete Document to confirm

Deletion is permanent and cannot be undone. Consider whether removing attachments or stopping distributions first is enough before deleting.

Related: See Managing document relationships for removing attachments without deleting the document.

How Permissions Work

Roles are set per module in Settings > User Management > Edit Access. Document categories can also restrict access—only users in groups assigned to the category can see documents in that category. Category access is configured in Settings > Documents.

Common Questions

Is there an archive option? No. CalmCompliance has no archive—deletion is permanent. If you want to keep a document but not show it prominently, keep it and use categories or tags to filter what you see in the library.

Why can't I delete this document? Only the Admin role for Documents can delete. If you need a document removed, ask your site administrator.

Why can't I see or edit a document? The document may be in a category with restricted access. Only users in groups assigned to that category can see it. Ask your administrator to add you to the right group or change the category settings. If the document is inherited from a parent site, it is read-only in the child site. See Share documents with child sites.

What happens to attachments when I delete a document? All attachments to locations and assets are removed. The document is removed from shared collections and any active distributions. This is irreversible.