Document library

The organization’s Documents library gathers its files. One plan can be linked to a venue, team or event without creating multiple copies.

You need access to the relevant folder. Viewing, contributing and managing provide different capabilities; folder permissions apply to its documents.

Add and organize

1. Open Documents in the organization menu.
2. Choose an accessible folder, or create a New folder if permitted.
3. Select Add a document, then drop or choose your files.
4. Check the destination folder, titles and requested fields.
5. Select Add and wait for uploading to finish.

Accepted formats and sizes are shown in the form. A file still uploading is not ready to use.

Reuse a document

1. In the library, open the file’s … menu, then Properties.
2. Under Appears on, select Link.
3. Choose Object type, then search for and select the venue, team or event.
4. Review the chosen links, then Save links.

You can also use Link documents from a team, venue or zone record. These commands require permission to edit the document’s links.

A link reuses the source document; it does not create an independent file. Check folder access before moving a document: changing its location may change who can access it.

Update a version

From the file’s … menu, open Properties, then Replace file at the bottom of the panel. Choose the new file, enter What changed if useful, then confirm with Replace file. Wait for the upload to finish. Version history, in properties, lets you find previous versions.

If adding detects a duplicate, deliberately choose between replacing the existing file and creating a separate document. Giving files the same name alone does not establish whether they are identical or independent.

Closed events may retain a frozen version; check the indication in Event documents.

Archive or delete

Archiving removes a document from active choices while retaining it. Trash is separate from archives. Permanently deleting from trash is irreversible: review links and warnings before using it.

To remove a file only from an event, use Remove from event or remove its link. You do not need to delete it from the library.