Documents Permissions and Troubleshooting
If a Documents menu is missing or an action is blocked, it's almost always licensing or role permissions. Your administrator manages both under Settings → Users & roles.
Permissions, in plain language
| Permission | What it unlocks |
|---|---|
| View documents | Dashboard, library, details, open/download |
| Manage documents | Upload, new versions, generate and save from templates |
| Delete documents | Delete document records |
| Approve documents | Approve/reject documents and manage signature requests |
| Manage categories & templates | Categories and Templates screens |
| Manage reminders | Reminder rules and the Reminders page |
Common issues
| Symptom | Likely cause | What to do |
|---|---|---|
| Documents menu missing | Module not licensed | Ask an administrator to enable Documents |
| Templates or Categories missing | Missing manage categories & templates | Grant that permission |
| Reminders page missing | Missing manage reminders | Grant that permission |
| Can't approve or open Signatures | Missing approve documents | Grant approve access |
| Signature request not progressing | Expired token, wrong status, or signatory order | Check request status, expiry, and signatory configuration; resend reminder or recreate |
| Reminders not sent | Inactive rules, no expiry date, email not configured, or jobs not running | Confirm rules are active, documents have expiry dates, email is set up, and ask support if jobs appear stalled |
| OCR suggestions unavailable | File type/size not supported, or assist not on the screen | Use png/jpg/jpeg/tiff/bmp under 10 MB; fill fields manually if needed |
Frequently asked questions
Can I keep old versions after uploading a new file? Yes. Uploading a new version preserves lineage and marks the latest as current.
Are Documents templates the same as Packaging labels? No. Documents templates generate HTML → PDF business documents. Barcode carton/product labels live under Packaging.
Does Documents replace my Sales or HR transaction screens? No — it stores and controls related files. Day-to-day transactions stay in their own modules.
Who should decide retention and signature policy? Your administrator for access; your compliance or legal team for legal interpretation and retention policy.