Organize documents with folders
The Documents library holds your operation's safety documents — policies, SOPs, manuals, and training material — with versioning and review tracking. A Folders tree lets you group these documents so a large library stays easy to browse. This article is for safety personnel who organize and maintain the document library.
To open it, select Documents under the Safety Management group in the left sidebar. The page is titled Documents.
At the top, KPI tiles show Total Documents, Published, Drafts, and Overdue Reviews. On the left is the Folders panel; on the right is the document list with columns for Title, Type, Folder, Version, Status, Owner, Review Date, Tags, and Last Modified.
Understand the Folders tree
The Folders panel is a hierarchical tree. At the top is All Documents, showing the total count. Below it are your root folders — for example, Manuals, Policies, and SOPs — each with a count of the documents inside it. Folders can be nested, so a root folder can contain child folders (for example, a location-specific subfolder). Select the arrow next to a folder to expand it and show its children.
The count beside each folder is the number of documents filed there, so you can see at a glance where your library is concentrated.
Add a root folder
In the Folders panel, hover over the All Documents row at the top of the tree and select the + (add) control that appears. Its tooltip reads Add root folder.
Enter a name for the folder.
Press Enter or click away to create it. There is no separate confirm button.
The new folder appears in the tree with a count of zero until you file documents into it. To add a nested folder, use the folder's own Add Subfolder option rather than the top-level + so the new folder is created inside the parent.
Filter the library by folder
Selecting a folder filters the document list to just that folder's contents.
In the Folders panel, select a folder — for example, Policies.
The list header changes to Folder Documents and shows only the documents in that folder.
To go back to the whole library, select All Documents at the top of the tree.
You can still use the search box and the All Statuses and All Types filters on top of a folder filter to narrow the list further.
File a document into a folder
A document's folder is one of its properties, set when you create or edit it.
Select New Document to create one, or open an existing document and choose Edit.
Set the Folder field to the folder you want.
Save. The document now appears under that folder in the tree, and the folder's count goes up by one.
Folders are internal, tags are for readers
Folders and tags do different jobs, and it helps to keep them straight:
Folders are an internal organizing tool for your safety staff. They are not shown to end users such as pilots and instructors. Use folders for staff-side librarianship.
Tags are reader-facing. Every tag on a published document is visible to the end users who can see that document. Use tags for labels you want pilots and instructors to read.
Your admin manages document types under Settings → SMS → Documents.