Manage safety documents in Safety Hub
Safety Hub Documents lets you store, version, and control access to safety policies, SOPs, and other reference materials. This article is for anyone who creates or maintains safety documents — typically users with the Manage Documents permission.
What Documents does
The Documents library keeps your safety materials in one place. For each document you can:
Set a Document Type (SOP, Safety Policy, or Training Material — SOP is the default).
Organize files into a folder tree.
Publish versioned drafts — a new draft doesn't replace the live version until you publish it.
Set a Review Date so overdue items surface on the library dashboard.
Control Visibility so only the right roles, groups, and people can access each document.
Open the Documents library
In the left navigation, under Safety Management, select Documents.
The library opens showing four KPI cards at the top: Total Documents, Published, Drafts, and Overdue Reviews.
Create a new document
In the Documents library, select New Document (top right).
Upload your file. A file is required — every document is created from an uploaded file (there is no in-dialog content editor). See the size and format limits below.
Fill in the document details. The required fields are: - Title — the document name readers will see. - Version — the version number for this file (for example, 1.0).
The Owner is set automatically to you as the creator — there is no Owner field to fill in. You set the Review Date later by editing the document; documents past their Review Date appear in the Overdue Reviews KPI.
Optionally set: - Document Type — SOP (the default), Safety Policy, or Training Material. - Folder — select an existing folder to organize the file. - Visibility — control which roles, groups, and users can access the document.
Set the Publish immediately toggle, then select the button: - Toggle on — the button reads Publish Document and the document goes live. - Toggle off — the button reads Save as Draft and the document is saved as a draft.
A document saved as a draft remains visible to managers but does not go live until you publish it.
Organize with folders
The FOLDERS panel on the left of the library is a hierarchical tree you use to group documents.
The tree works like this:
All Documents sits at the top and shows the total count of documents across every folder.
Each folder — for example, Manuals, Policies, and SOPs — shows a count of the documents it holds.
Folders can nest. Select the arrow next to a folder (such as SOPs) to expand it and see child folders (for example, per-location subfolders).
Select Add root folder to create a new top-level folder. To nest a folder, add it from inside its parent.
Filter by folder. Select any folder in the tree to filter the list to just that folder's documents — the panel heading changes to Folder Documents. Select All Documents to clear the filter.
Move a document into a folder. Edit the document and set its Folder field. (The … menu next to a folder manages the folder itself — Add Subfolder, Rename, Move to…, and Delete — not the documents inside it.)
Publish and version a document
Safety Hub tracks every version. The current live version stays active while you edit a new draft.
Open an existing document from the library list.
On the Versions tab, select Add New Version.
Make your changes.
When ready, select Publish. The version history confirms which version is now live.
To go back to an earlier version, open the Versions tab, find the version you want, and select Re-publish.
The document detail also shows the document's Status, Owner, Folder, current version, Visibility (roles, groups, and users), and tags. Any corrective actions linked to the document appear here as read-only — you link a document to a corrective action from the corrective action's own detail page, not from Documents. An Audit Trail tab records every change.
Acknowledgment tracking (coming soon)
Per-user acknowledgment tracking for published versions is coming soon and is not yet functional. When it ships, you'll be able to see who has acknowledged each version.
Document tags are also returned by the external Safety Hub API, so tags you apply here appear in FSP web and Pilotbase iOS for users who have access.
Filter and find documents
Use the Search box and the All Statuses and All Types filters above the document list to narrow results. Column headers — Title, Type, Folder, Version, Status, Owner, Review Date, Tags, and Last Modified — are all visible in the list view.
Troubleshooting
I don't see the New Document button. You need the Manage Documents permission (canManageSafetyDocuments). Ask your admin to grant it via FSP Settings → Users → Roles & Permissions → Safety Hub section.
A document shows under "Overdue Reviews" on the dashboard. The document's Review Date has passed. Open the document, update the content if needed, and publish a new version or update the Review Date.
I can't link a corrective action to a document from Documents. Documents can't create a corrective action link — the create and detail views show linked corrective actions as read-only. To link one, open the corrective action and link the document from there.
Someone can't see a published document. Check the document's Visibility setting, which controls external-API access (Pilotbase iOS and FSP web). It must include the person's role, group, or user.
For help setting up your Safety Team and document access roles, see the "Configure your Safety Team" article.