Files
The Files tab stores audit evidence, certificates, and working papers for a compliance record with folders, private uploads, and bulk actions. Lock sensitive uploads so external parties cannot see them while keeping structured navigation for reviewers. Metadata and nested folders help auditors find the right artefact quickly. Typical attachments include audit certificates, inspection reports, photographic evidence, and corrective action documentation. Keeping that material in one place gives inspectors and internal reviewers a single authoritative source per record.
Core Actions
These actions are available to all users with access to the compliance record and allow for basic file management operations.
| Feature | Description |
|---|---|
| Add a folder | Create folders to organise files efficiently.  |
| Add files | Upload one or more files to the current location. Files can be uploaded individually or in bulk, supporting various file types including documents, spreadsheets, images, and compressed archives.  |
| Upload as private | Upload files that are automatically locked. When this option is turned on, uploaded file(s) will not be shared to external users (e.g., suppliers or auditors). Use this for sensitive documents that should remain internal only.  |
| Download Files | Download individual files or folders to your local device. Right-click on any file and use Save Link As to save it directly to your preferred location without opening it first. Downloads utilise your browser's native download functionality. (Available to all users) |
| Delete Files | Remove files or folders that are no longer needed. Deleted files are permanently removed from the compliance record. (Available to file uploader and administrators) |
| View File Details | See file metadata including file size, file type, upload date, and who uploaded the file. This information is displayed at a glance for quick reference and audit purposes. (Available to all users) |
File Management
These features help organise and control file visibility and protection within the compliance record.
| Feature | Description |
|---|---|
| Lock Files | Restrict file visibility to internal team members only by locking them. Locked files are hidden from external users (e.g., suppliers or auditors) but remain visible to internal users. This is ideal for sensitive documents, internal notes, or administrative files that should not be visible to external parties. Locked files are indicated with a lock icon for easy identification. (Available to file uploader and administrators) |
| Unlock Files | Remove the lock protection from files to make them visible to all users with compliance record access, including external users. This allows you to share previously restricted files when appropriate. (Available to file uploader and administrators) |
| Folder Organisation | Create folders to categorise files logically, such as Certificates, Audit Reports, Internal Notes, or Images. Folders can be nested for detailed organisation, allowing for a hierarchical structure that matches your workflow. (Available to all users) |
| Bulk Actions | Select multiple files or folders at once to download or delete them in a single action, significantly reducing time spent on repetitive operations. Bulk actions are subject to user permissions. (Available to all users) |
File Features
These features enhance file organisation and accessibility capabilities.
| Feature | Description |
|---|---|
| Drag-and-Drop Upload | Easily add files by dragging them directly from your computer into the upload area. This intuitive method supports single or multiple file uploads and provides visual feedback during the upload process. (Available to all users) |
| Wide File Support | Upload various file types, including documents (PDF, DOCX), spreadsheets (XLSX, CSV), images (PNG, JPG, GIF), videos, and compressed folders (ZIP). The system validates file types and provides clear feedback for unsupported formats. (Available to all users) |
| Nested Folders | Create folders within folders to establish a detailed organisational hierarchy. This allows for sophisticated categorisation, such as organising audit reports by year or by auditor within a main Audit Reports folder. (Available to all users) |
| File Preview | Preview files directly within the interface where supported, allowing quick review without downloading. Preview capabilities vary by file type and browser support. (Available to all users) |
| File Metadata | View comprehensive file information including file size, upload date, last modified date, and the user who uploaded or last modified the file. This metadata provides a complete audit trail of file activity. (System-generated) |
Important Notes When Using Files
Access Control: File management capabilities depend on your user role and permissions. Some users may have read-only access, whilst others can upload, modify, or delete files. External users (e.g., suppliers or auditors) cannot see locked files, which are restricted to internal team members only.
File Deletion: Deleted files are permanently removed and cannot be recovered. Exercise caution when deleting files, especially those that may be referenced in other parts of the system or contain important historical context.
Locked Files: Locked files restrict visibility to internal team members only and are hidden from external users (e.g., suppliers or auditors). Locked files can still be deleted by authorised users. Use locking to control file visibility rather than to prevent deletion. This feature is ideal for sensitive documents or internal notes that should not be visible to external parties.
File Organisation: Use a consistent folder structure across all compliance records to make navigation predictable and efficient. Establish naming conventions for folders (e.g., "Certificates", "Audit Reports", "Internal Notes") to ensure consistency across your organisation.
Storage Limits: Be mindful of file sizes and storage limits when uploading files. Large files may take longer to upload and could impact system performance. Consider compressing large collections of files into ZIP archives when appropriate.
File Types: Whilst the system supports many file types, some formats may not be previewable within the interface. Users will need to download these files to view them using appropriate software on their local devices.
Audit Trail: All file uploads, modifications, and deletions are logged in the compliance history. This provides a complete audit trail of all file activity related to the compliance record, supporting compliance and review requirements.
Sensitive Information: Be cautious when uploading files containing sensitive or confidential information. Ensure that file access permissions align with your organisation's data protection policies and that only authorised users have access to sensitive documents.
Best Practices
Lock Important Files: Lock finalised documents, such as signed audit reports or certificates, to ensure they are not accidentally deleted or altered after approval.
Use Clear Folder Structure: Use a clear and consistent folder structure to keep files logically grouped for faster navigation and retrieval.
Check Permissions: Remember that file visibility and available actions are determined by your assigned user permissions.