Documents

Documents

Documents in Global Watch are a morphic feature: the same UI plugs into any entity that can own files. You manage licences, certificates, technical reports, contracts and any other file artefact, all from a consistent panel — and the system tracks expiry, version history, and access control automatically.

Overview

Documents support eight entity types today:

• Personal account (/documents in your home area)
• Team account (/documents in your team workspace)
• Project (Documents tab on a project)
• Asset (Documents tab on an asset detail page)
• Drone (Documents card on a drone detail page)
• Work Order (Documents tab on a work order)
• Crew and Inspection are infrastructure‑ready; UI plug is being scoped.

Each document carries:

• Title (required)
• Description
• Type — identification, license, certificate, technical report, technical project, report, plan, permit, contract, analysis, other
• Document number and Issuer
• Issue date and Expiry date
• Visibility — private (default), team, or public
• Tags
• Attached file — PDF, images (JPEG/PNG/WebP), Word, Excel; up to 50 MB

Creating a Document

1. Open the Documents surface for the entity (sidebar item, tab, or card depending on context).
2. Click Add Document.
3. Fill in the required fields. Defaults:
   • Type → other
   • Visibility → private
4. (Optional) Drag a file into the upload area, or click to choose one.
5. Submit. The new document appears in the table immediately.

Replacing a file later is automatic — when you upload a new file to an existing document, the previous file is removed from storage. If the cleanup fails (rare network case), the old path is recorded for a follow‑up sweep so the replace itself never fails.

Searching and Filtering

The toolbar gives you four ways to narrow the list:

• Visibility toggle (private / team / public)
• Type select
• Expiry status select — All / Valid / Expiring soon / Expired / No expiry
• Tag filter with AND‑logic
• Search across title, document number, issuer and description

All filters operate on the data already loaded — no extra round‑trips.

Read‑only Preview

Click View on any row to open the Preview panel. It has three tabs:

• Details — every metadata field plus tags and creation timestamp.
• Preview — inline preview of images and PDFs. For unsupported formats the panel suggests Download instead.
• History — every saved revision of the document with the operation, changed fields and timestamp.

The footer offers Download (whenever there's a file) and Edit (only if your role permits).

Expiry Tracking

Documents with an expiry date are automatically classified into one of four buckets:

The badge appears in the table, in the preview header, and in the dashboard widget.

Dashboard widget

Each team dashboard surfaces an Expiring soon card listing the next five documents that are about to expire. The window defaults to 30 days.

Access Control

Documents respect both visibility and role‑based access control (RBAC):

• Creators always see and can edit their own documents.
• Account owners always have full access.
• For project, asset, work order and inspection documents, anyone with the documents.view permission on the project sees them. documents.create / edit / delete follow the same model.
• For team, drone and account‑wide crew documents, the team‑level permissions of the same name apply.
• Personal documents are visible only to their owner.

If you can see a document in the table, you can also see it in the dashboard widget — RLS keeps both surfaces consistent.

Limits

• File size — 50 MB
• MIME types — PDF, JPEG, PNG, WebP, DOC/DOCX, XLS/XLSX
• Concurrent uploads — one at a time per document

Deletion

Deleting a document is a soft delete — the row is marked deleted and excluded from queries, but the file stays in storage so the audit trail is preserved.

Internationalisation

The Documents UI is fully translated to English, Portuguese (Brazil) and Arabic. Dates render in the active locale, and Arabic is rendered right‑to‑left.

Related

• Assets — assets can carry their own documents on the asset detail page.
• Members and RBAC — the permissions that gate document access.
• Realtime collaboration — project documents update live for other viewers when realtime is enabled.