Managing the Document Library

Last updated: October 17, 2026

The Document Library is where your firm keeps its compliance files. This article covers the everyday tasks for looking after it: creating folders, uploading files, renaming them, setting who can view or edit each one, and uploading new versions of documents that change. Use it when you're first organizing the library, when you're adding new material, or whenever a policy or procedure is revised.

Organize the library with folders

  1. Open the Document Library. The breadcrumb path above the list shows which folder you're in. Click any part of the path to go back up.
  2. Click "Create folder". The new folder is created inside the folder you have open.
  3. Enter a name in the "Name" field and click "Create". A clear, descriptive name helps everyone at your firm find the folder. A confirmation appears once the folder is created.

To work inside a folder, click its name to open it.

Upload files to a folder

  1. Open the folder where the files should go.
  2. Click "Upload files". The upload window adds files to the folder you have open.
  3. Drag files into the upload area, or click it to browse your computer. Supported formats are PDF, DOC, DOCX, XLS, XLSX, CSV, TXT, PNG, and JPG. You can upload up to 500 files at once, and each file can be up to 2 GB.

When the upload finishes, the files appear in the folder.

Note: "Upload files" and "Create folder" only work in folders where you have write access.

Manage individual files

Each file has an actions menu, opened from the three-dot button at the end of its row. Depending on your access, it includes "Download", "Rename", "Change permissions", and "Archive".

To rename a file, choose "Rename", enter the new name, and click "Rename". Using the same naming convention across the library keeps it tidy and makes files easier to find with search.

Control who can access a document

Permissions let you decide who can view or edit each file or folder.

  1. From the file's actions menu, choose "Change permissions".
  2. Choose the "Groups" tab to set access for a whole group, such as your employees, or the "Employees" tab to set access for one person. Use the "Search" field to find a group or person quickly.
  3. For each row, choose a level from the "Permissions" dropdown:
    • Inherit: uses whatever access the parent folder grants. This is the default.
    • Read: can view and download the file.
    • Write: can also rename, archive, and upload new versions.
    • Deny: blocks access to the file.
  4. The "Actual" column shows the access each group or person ends up with. Hover over it to see where that access comes from, for example a parent folder.
  5. Click "Save". The new access level takes effect right away.

Tip: To give every row in the list the same level, pick it under "Bulk change" and click the "Apply to" link next to it. This only changes the rows on screen, so if you've filtered the list with search, rows hidden by the filter stay as they are. Nothing is applied until you click "Save".

Find a document and upload a new version

When a document changes, upload a new version of it instead of adding a second copy. That way there's one file to find and its full history stays in one place.

  1. Open the folder that contains the document. Type in the "Search..." box to narrow the list by name. Search looks only at the items in the folder you have open.
  2. Click the document to open its details. You'll see the selected version, who uploaded it, and when.
  3. Under "Upload new version", drag in the updated file or click to browse for it.

The upload becomes the latest version, and all earlier versions are kept. You need write access to the file to upload a new version.

Review version history

The "Version history" section of the document details lists every version with its number and upload date, newest first. Click the download icon next to a version to get that copy. To see who uploaded a version and when, select it from the "Version" dropdown.

Folders, permissions, and version history work together to keep your library organized and access-controlled, with a full record of how each document has changed. If you can't use an action described here, your access to that folder or file probably doesn't include it. Ask a library administrator to update your permissions.