Manage documents

Keep document names, categories and descriptions useful without confusing metadata edits with replacing a file. Check the intended document and employee attachment before making changes.

Access needed

Access depends on your assigned permissions and workflow scope.

Find and inspect workspace documents: documents.read
The workspace plan must include Documents. Library read access covers the workspace, not just a reporting team.
Role and permission labels
Typical responsibility: Authorized HR reader. Role names alone do not grant access.
Read workspace documents
Edit metadata, delete or sync employee attachments: documents.manage
The Documents feature is required; reaching records through the library additionally needs documents.read. Editing cannot replace the file or employee attachment. Deletion is permanent.
Role and permission labels
Typical responsibility: Document administrator. Role names alone do not grant access.
Manage documents
Investigate recorded changes: audit.read
History access is independent of document-management permissions.
Role and permission labels
Typical responsibility: Authorized investigator. Role names alone do not grant access.
Read the service Activity log

Demo screenshots may show broader access than your account.

Edit document details

Open HR Documents → Documents, find the file, then choose Actions → Edit. You can also open View and choose Edit details when offered.

Confirm the file
Check the document name, original file name and attached employee before editing.
Update the metadata
Edit Document name, Category or Description. Name is required and allows up to 500 characters; Category allows 200 and Description 2,000.
Save once
Select Save changes and wait for completion. If saving fails, read the error and correct the form before retrying.
Verify the saved record
Reopen View to check the saved details. An attached employee sees the updated metadata in My Documents.

Document metadata editor with fictional description clarification — The file and employee attachment stay the same.

The example clarifies the description of a fictional welcome checklist. It leaves the original file and employee attachment unchanged. Use the Documents Activity log to investigate the recorded edit where your access permits it.

Sync existing employee attachments

An authorized administrator can open Options → Sync employee documents. Read the confirmation before choosing Sync attachments.

Employee attachment sync confirmation — Cancelled for the demonstration; no sync was requested.

Use this when your administrator identifies an attachment-reference refresh as necessary, such as after an upgrade. The request is queued; acceptance does not prove every related record has already refreshed. Recheck the affected record afterward. Repeating the operation is designed to be safe, but it does not fix an incorrectly selected employee or a missing stored file.

The pictured confirmation was cancelled. No sync was requested for this demonstration.

Review permanent deletion

Find the exact document, inspect its details and employee attachment, then choose Actions → Delete only when deletion is intended. Read the confirmation carefully.

Permanent document deletion confirmation — Cancelled for the demonstration; no file was deleted.

Choose Cancel to keep the document. If deletion is appropriate, select Delete, wait for the result, and verify the library. If the outcome is uncertain, refresh and inspect the record before taking another action. The demonstration stopped at Cancel; no file was deleted.

Avoid assumptions about versions and access

Version and Active labels describe the record; they do not provide a file-replacement, version-history or deactivate workflow. Uploading another file creates a separate document. Refer to Upload documents and inspect existing files before uploading a replacement to avoid unintended duplicates.

Employees use My Documents to read their own active attachments. They do not gain editing or deletion just because they can download a file. Library-wide read access and management are separate permissions.

Troubleshooting

Problem	What to check
Edit or Delete is missing	Management permission is separate from read or upload access.
The file contents did not change	Edit changes metadata only; it does not replace the file.
The attached employee cannot be changed	The metadata editor preserves the attachment. Ask HR to follow the correction process.
Sync did not upload a missing file	Sync refreshes existing references; upload and stored-file recovery are separate issues.
A file disappeared after deletion	Deletion is permanent; there is no documented restore action here.
A changed description is Hidden in history	Sensitive field values are withheld in the Activity log. Check current metadata only where authorized.