{"id":8592,"date":"2025-05-08T08:00:13","date_gmt":"2025-05-08T08:00:13","guid":{"rendered":"https:\/\/www.process.st\/help\/?post_type=ht_kb&p=8592"},"modified":"2026-05-06T09:30:36","modified_gmt":"2026-05-06T09:30:36","slug":"document-management","status":"publish","type":"ht_kb","link":"https:\/\/www.process.st\/help\/docs\/document-management\/","title":{"rendered":"Document Management"},"content":{"rendered":"

Managing documents efficiently is critical to keeping teams aligned and work flowing smoothly.<\/p>\n

Document Management enables you to organize, access, and maintain critical documents inside Process Street with ease.<\/p>\n

Users: In order to upload or edit documents to your Library, you must be an Administrator or a Builder<\/a> who has been given <\/i>‘edit’<\/i><\/a> access by your Administrator. <\/i><\/strong><\/em><\/p>\n

Please contact our support team<\/a> if you would like to trial this feature.<\/i><\/strong><\/em><\/p>\n

Uploading files<\/h2>\n

\"Adding<\/p>\n

Upload single or multiple files at once. The maximum file size is 250 MB per file, or 8 GB for video files.<\/p>\n

Use the new button to add files, or drag and drop them into your desired folder.<\/p>\n

Note:<\/strong> Adding files to your Library or folders leverages the existing permission structure and access that you have created for users and groups in your folders.<\/p>\n

Viewing and editing files<\/h2>\n

Click on your file to view it, change its name, share or download it.<\/p>\n

Images and PDFs will be shown in view mode, whereas Word Docs and CSVs must be downloaded to be viewed.<\/p>\n

\"Viewing<\/p>\n

Click the meatball menu<\/strong> shown above to view files in two-page view mode.<\/p>\n

Sharing files<\/h2>\n

You can share files with users in your Process Street organization or with anyone who has a link to the file.<\/p>\n

\"How<\/p>\n

This enables you to link to files from your Workflows, Pages or Forms.<\/p>\n

Document ownership<\/h2>\n

By default, the person who uploaded the file is set as the document owner.<\/p>\n

Click the settings cog<\/strong> icon shown below to find or change the document owner.<\/p>\n

\"Where<\/p>\n

You can change the owner to another user or group, but first, you’ll need to ensure that they have edit permission on the file.<\/p>\n

Click the group icon<\/strong> in the top right corner to select a user or group and adjust their permission level.<\/p>\n

Searching files<\/h2>\n

You can search for files and content or keywords within a file via the Global search in your main navigation bar.<\/span><\/p>\n

\"Search<\/p>\n

Webhooks<\/h2>\n

When using files with Version Control<\/a> enabled, you can track material and non-material changes, by setting up webhooks<\/a>.<\/p>\n

This enables you to, for example, run a training workflow when there have been significant changes to a policy or procedure.<\/p>\n

\"Track<\/p>\n

FAQ <\/strong><\/h2>\n

File security<\/h3>\n

All files or documents stored in Process Street are secured using unguessable, cryptographically secure URLs.<\/p>\n

You can add another layer of security by enabling Enhanced File Security<\/a>, which means that only users logged into Process Street can access your files.<\/p>\n

Can I change file types?<\/h3>\n

Yes. When updating a file, you can change its file type. For example, version 1 may have been a PDF, but version 2 is a DOCX. You will see a confirmation warning that you’re about to change the file type.<\/p>\n

What happens if I remove the file name extension?<\/h3>\n

When you upload a file with an extension, for example, AcceptableUsePolicy.pdf<\/strong> and then rename it to Acceptable Use Policy<\/strong>, the file extension will be added back in when it’s downloaded<\/span>.<\/p>\n

What happens when I discard changes to a file?<\/h3>\n

Discarding changes removes the draft revision only. The published version of your file remains intact and accessible in your Library.<\/p>\n

What happens when I delete a file?<\/h3>\n

Deleted files are not permanently removed. Process Street uses a soft-delete mechanism, so your file can be restored after deletion.<\/p>\n

To restore a deleted file, go to Settings<\/strong> > Activity<\/strong> and find the deletion entry. Click the Restore<\/strong> button next to it to bring the file back.<\/p>\n","protected":false},"excerpt":{"rendered":"

Managing documents efficiently is critical to keeping teams aligned and work flowing smoothly. Document Management enables you to organize, access, and maintain critical documents inside Process Street with ease. Users: In order to upload or edit documents to your Library, you must be an Administrator or a Builder who has been given ‘edit’ access by […]<\/p>\n","protected":false},"author":11,"template":"","meta":{"_acf_changed":false,"available_plan":"All plans","available_product":"Library, Settings","footnotes":""},"ht_kb_category":[195,239],"ht_kb_tag":[519,421,580,581],"class_list":["post-8592","ht_kb","type-ht_kb","status-publish","hentry","ht_kb_category-library","ht_kb_category-security","ht_kb_tag-compliance","ht_kb_tag-documents","ht_kb_tag-files","ht_kb_tag-library"],"acf":[],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/8592","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb"}],"about":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/users\/11"}],"version-history":[{"count":20,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/8592\/revisions"}],"predecessor-version":[{"id":9926,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/8592\/revisions\/9926"}],"wp:attachment":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/media?parent=8592"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_category?post=8592"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_tag?post=8592"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}