The Documents page (in the menu between Templates and Reports) lists every document and certificate on the suppliers you can see, in one place. It's included in every plan.
What's on the list
- Documents from each supplier's Documents section: contracts, statements of work, insurance and security certificates, policies and anything else you've uploaded or linked. Each shows its type, who added it and when.
- Certificates recorded on the supplier, from its certificates list, from answers in onboarding forms (such as an insurance expiry date) and Cyber Essentials from the supplier portal.
Expired documents come first, then those expiring soonest. A document that's been replaced by a newer version from the supplier shows as "Replaced by a newer version".
Finding a document
- Search by document name, supplier, type or area.
- Filter by Supplier, Type, Area, Status and Source.
- Status is one of: In date (more than 60 days left), Expires within 60 days, Expired, No expiry date, or Replaced by a newer version. The four boxes at the top (Expired, Expire within 60 days, In date, No expiry date) show the counts; select one to filter by it.
- Source is one of: Uploaded, Linked (a SharePoint, OneDrive or Google Drive link), From the supplier portal, or Recorded, no file.
- Clear filters puts everything back.
Each row has Download (uploaded files) or Open (links), and Go to supplier. Anyone opening a link still needs permission in SharePoint, OneDrive or Google Drive, so your own access rules stay in place.
Download for Excel
Download for Excel saves the list as it's filtered, as a CSV file with the columns Supplier, Area, Document, Type, Status, Expiry, Source, From the supplier portal, Added, Added by and Link.
Adding a document
Documents belong to a supplier, so they're added on the supplier's record. On the Documents page, select Add a document, choose the supplier and select Continue. The supplier opens at its Documents section, where you name the document, choose its type and expiry date, and upload a file or paste a link.
Document storage
The top of the page shows how much of your organisation's document storage is used, for example 2.1 GB of 25 GB used, with a bar and the number of uploaded files. Only uploaded files count: links to SharePoint, OneDrive or Google Drive never do.
| Plan | Document storage |
|---|---|
| Essentials | 5 GB |
| Professional | 25 GB |
| Enterprise | 100 GB |
| Free trial | 25 GB |
- From 85% used, you'll see a note suggesting you link larger files instead of uploading them.
- When the allowance is used up, the page says "Your organisation has used all … of its document storage. New uploads are paused." You can still link files, and remove documents you no longer need. Uploading on a supplier record shows the same message.
- Admins can select Contact us for more storage. The Plan tab in the account panel shows the same figure.
Related
- Supplier records
- Settings (choose upload, link or both)
- Supplier hub health
- Plans and billing