What this page is for
One document: its details, the current file, and the earlier versions kept when it was replaced.
Who can use it
- View documents opens it (identity documents also need Open identity documents).
- Upload and replace documents allows changes; Delete documents shows the delete button.
How to replace a document
- Choose the new file in New version, update the dates if needed.
- Select Save. The previous version stays under Earlier versions.
How to download
Select Download, or a version under Earlier versions.
Fields and columns
| Field | What it means | Rules |
|---|---|---|
| Type | The kind of document | From Master data. |
| Title | Its name | Required, up to 191 characters. |
| Document number | Licence, policy or ID number | Stored encrypted; never shown again. Leave empty to keep the stored number. |
| Who can see it | Staff only, or also the owner portal or tenant | |
| Issue date, Expiry date | When it was issued and when it expires | Expiry can't be before issue. |
| Tags | Free labels, comma-separated | |
| File / New version | PDF, JPG, PNG, WebP or Word | Up to 20 MB. |
| Notes | Internal notes |
Statuses and automation
- Replacing creates version 2, 3, ... Older versions can't be changed.
- Opening an identity document is recorded in the change history.
Settings that change this page
Document types in Master data.
FAQs
Can I see the document number? No. It is stored encrypted and only replaced, never shown.
Troubleshooting
| Problem | What to do |
|---|---|
| "The expires on field must be a date after or equal to issued on." | Check the dates. |
| "This type of file is not allowed." | Save it as PDF or an image. |