Overview
Documents
The Documents section is the source of truth for congress documentation — contracts, reports, and other files that need version history and stakeholder sign-off. Access is controlled by policy:
| Policy | Grants |
|---|---|
| Documents - View | View the list and document detail pages |
| Documents - Submit | Create a new document |
| Documents - Share | Generate a public share link for a document version |
| Documents - Admin | Upload new versions, change status, manage stakeholders. A document's original creator gets this automatically for their own document. |
Documents list
Shows every document with its Status, Category, Title, your own Approval Given standing on it (if you're a stakeholder — Needs Approval / Already Approved / Rejected), and when it was last updated. A toggle filters the list to only documents where you have an approval to give. You can also search, and filter by category or status.
Categories: Finance, Programme, Governance, Logistics, Overview
Statuses: Draft, Pending Approval, Approved, Rejected, Archived
Creating a document
Requires Documents - Submit. Set a Title, Category, Description, and upload the File, then choose the Stakeholders — the users who need to approve it. The document is created as a draft, and each stakeholder gets a pending approval on its first version.
Document detail
Shows the title, status, category, and description, plus who created it and when. Admins (or the creator) can change the status directly from a dropdown; everyone else sees the current status as a read-only badge. Two tabs cover the rest:
Versions
Each document can have multiple versions (v1, v2, ...). The version selector shows every version with its name, a "latest" badge on whichever is currently live, and an approval tally (e.g. "2/3 approved").
For the selected version you can view or download the file, and — with Documents - Share — generate a share link (see below). Below that is an Approvals panel listing each stakeholder assigned to that version and their decision (pending, approved, or rejected) with any comment they left. If you have a pending approval on the version you're viewing, you'll see an Approve / Reject control with an optional comment field.
With manage access, you can:
- Add Stakeholder to any version at any time, creating a new pending approval for them
- Upload New Version — provide the file, a note describing what changed, and the stakeholders who need to approve this revision. The new version starts as Pending Approval.
- Promote any non-current version to become the live version. The version being replaced is snapshotted first, so it stays viewable and can be promoted again later — version history isn't a one-way forward-only chain.
Sharing a version
With Documents - Share, you can generate a link to the file of the version you're viewing, optionally protected with a password, a start/expiry window, and a maximum number of uses. Anyone with the link can access the file, so only share what's meant to be public.
Activity
A chronological log of everything that's happened to the document — versions created, updated, or promoted, and approvals requested or decided — each entry showing the acting user and timestamp.