Uploading Documents

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

1. Go to Documents from the main menu

2. Click Add Document in the top right

3. Select Upload Document (choose Editor Document if you want to write in CalmCompliance)

4. Click Choose File and select your PDF

5. 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

6. Optionally set Approval Workflow or Review Schedule if governance is needed

7. 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.

Document Identifier

You can add an optional Document Identifier when you create or import a document. This is for internal reference codes—such as a policy number or contract ID—that your team uses alongside the document name.

1. During Upload Document, Editor Document, or an import from Google Drive or SharePoint, look for the optional fields section.

2. Enter your internal code in the Document Identifier field.

3. Save or publish the document. The identifier appears on the document details page.

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.

Importing from cloud storage

If your file is already in Google Drive or SharePoint / OneDrive, you can import it directly instead of uploading from your computer. See Import documents from Google Drive or SharePoint.