The documents module is used for records that need secure file storage, structured metadata, and expiration tracking.
Supported document patterns
Each tenant can use built-in document types such as passport, national ID, visa, certificate, insurance policy, and power of attorney. Types can carry default metadata structures to speed up entry.
Create a document
- Open Documents and select New Document.
- Choose a household if the document belongs to a household context.
- Select one or more household members when the document is about specific people.
- Choose a document type, then enter the title and optional description.
- Add holder details, document number, issuing country or authority, and relevant dates.
- Add tags or metadata fields if your process requires extra structure.
- Upload the first file version and save.
Date handling
Issue and expiry dates support both Gregorian and Hijri entry patterns. Use the correct calendar fields for your source document and keep the format consistent.
Version control
Documents use a version model for files. When a new file replaces an old one, add a new version rather than overwriting the original. This preserves history and keeps the latest file easy to access.
Status logic
- Active: no expiry issue exists.
- Expiring: expiry date falls within 30 days.
- Expired: expiry date is in the past.
Privacy and filing choices
- Use Only for me for personal records that should not be broadly visible.
- Archive old documents instead of deleting operational history.
- Use categories and tags when your team needs searchable filing conventions.
Reminders for renewals
Enable a reminder if the document needs renewal or review. A common pattern is a first reminder 60 or 90 days before expiry, then monthly or weekly follow-up depending on importance.