Managing Documents
Edit document metadata, manage entity links, download files, view activity history, and delete documents.
Overview
Once documents are uploaded, you can edit their metadata, link them to entities, download them, view their activity history, and delete them. All of these actions are available from the document's action menu in both the library and entity profile tabs.
Editing Metadata
Open a document's details by selecting Edit Details from its action menu (or by clicking the info popover on a grid card).
Document Detail Dialog
The detail dialog shows:
- Header — File size, source (Upload, Showmo, etc.), upload date, and original filename
- Filename — Editable display name (the original filename is always preserved separately)
- Category — Re-classify the document using the dropdown
- Visibility — Change between Normal, Sensitive, and Private
- Description — Add or update an optional description (up to 500 characters)
- Linked Entities — List of all entities currently linked to this document, with a Manage Links button
Footer Actions
| Button | Description |
|---|---|
| History | Open the activity history sheet for this document |
| Delete | Delete the document (admin/owner only) |
| Cancel | Close without saving |
| Save | Save metadata changes |
Note: Users with the Viewer role see the same dialog but in read-only mode — all fields are displayed as static labels with no edit controls.
Managing Entity Links
From the detail dialog, click Manage Links to open the link management dialog.
Current Links
A list of entities currently linked to this document. Each entry shows:
- The entity's icon and type label
- The entity's resolved name (e.g., "Emma Smith (Talent)")
- An Unlink button to remove the link
Adding a Link
- Select an entity type from the dropdown (Talent, Company, Contact, Tracking Event, Booking, Package)
- Type to search for the entity by name or identifier
- Select from the results
- Click Add
The link is created immediately and appears in the Current Links list.
How Links Work
- A document can be linked to multiple entities of different types simultaneously
- When a link is added, the document appears in that entity's Documents tab
- Unlinking removes the document from that entity's tab but does not delete the document itself
- Links are fully audited — every add and remove is recorded in the activity log
Downloading
Click the Download button on any document row or card. The file downloads directly to your device.
Downloads use short-lived signed URLs (1-hour expiry) generated by the server. The browser triggers a native download — PDFs and images are downloaded as files rather than opening in a new tab.
Sensitive Document Downloads
For sensitive documents, downloading requires an active unlock session. If your session has expired while browsing, a re-authentication prompt appears. After entering the password, the download proceeds automatically.
Viewing Activity History
From the detail dialog footer, click History to open the activity history sheet. This shows the document's complete audit timeline:
| Event | What it records |
|---|---|
| Created | When the document was uploaded, with category and source |
| Updated | Each metadata change, listing which fields changed |
| Linked to {Entity} | Each link added, with the target entity name |
| Unlinked from {Entity} | Each link removed |
Each entry shows the user who performed the action and a timestamp. Older entries load in pages of 20.
Deleting
- From any action menu or from the detail dialog footer, click Delete
- A confirmation dialog appears
- If the document is linked to multiple entities, an amber warning shows the link count
- Click Delete to confirm
Deletion permanently removes the document, all entity links, and the stored file. This action cannot be undone.
Note: Only users with the Admin or Owner role can delete documents.
Showmo Integration
When you generate a showcard PDF in the Showmo module, the PDF is automatically:
- Saved to the documents library with category "Comp Card" and source "Showmo"
- Linked to the talent
- Given a thumbnail preview of the front side of the comp card
Showmo-generated documents appear in both the central library (filterable by source "Showmo" or category "Comp Card") and in the talent's Documents tab with a real preview thumbnail.
The Showmo result card includes a Documents link button — clicking it opens the central library with the generated PDF's detail dialog.
Activity Logging
All document operations are recorded in the system's activity log and appear in:
- The dashboard activity feed
- The global activity sheet
- The document's own activity history sheet
- Entity-level history sheets (when the document is linked to that entity)
Related Pages
- Documents Overview — Module overview and key concepts
- Document Library — Browse and manage the library
- Uploading Documents — Upload files
- Sensitive Documents — Password protection and private documents
- Entity Documents — Documents tab on entity profiles