Documents

Overview

The Documents section stores important talent paperwork such as:

• Passports and identification
• Visas and work permits
• Contracts and agreements
• Minor talent consent forms and releases
• Certifications and licenses

Unlike other system attribute groups, Documents has its own dedicated tab on the talent profile and is always accessible. The Show on form toggle in Settings → Talent Attributes only controls whether an upload and linking surface appears in the talent edit form.

Document Types

Regular Documents

Standard documents that any team member can view and download. Use for:

• General contracts and agreements
• Certifications and licenses
• Headshot cards or comp cards
• Reference materials

Sensitive Documents

Documents marked as Sensitive require an additional password to access. Use for:

• Passports and government-issued IDs
• Visa documents
• Tax forms (W-9, 1099, etc.)
• Confidential contracts

When a document is marked as sensitive:

• Team members must enter the account's sensitive document password to view or download it
• All access attempts are logged for auditing purposes

Uploading Documents

1. Open the talent's profile
2. Go to the Documents tab
3. Click Upload Document
4. Select the file from your computer
5. Enter a document name
6. Optionally mark as Sensitive for password protection
7. Click Upload

When the Documents section is visible in the talent edit form, it is designed for uploading and linking new files only. Use the profile Documents tab to review, preview, download, rename, or delete the full document list.

Archived or cleanup-scheduled talent profiles do not allow new document uploads or document linking from the profile. Cancel cleanup or unarchive the talent only when your agency intends to resume managing that profile.

Supported File Types

• PDF documents
• Images (JPG, PNG)
• Word documents (DOC, DOCX)

Sensitive Document Settings

Account owners can configure password protection for sensitive documents:

1. Go to Settings → Documents
2. Set or update the Sensitive Documents Password
3. This password applies to all sensitive documents across your account

Note: Share this password only with team members who need access to sensitive documents. Consider changing it periodically and when team members leave.

Document Access Log

For compliance and security purposes, NowRep logs access to sensitive documents:

1. Go to Settings → Documents
2. View the Document Access Log
3. See who downloaded sensitive documents and when

This audit trail helps you:

• Track who has accessed sensitive information
• Identify unusual access patterns
• Meet compliance requirements for document handling

Security Considerations

Important: While NowRep provides authentication and optional password protection for sensitive documents, you should exercise caution when uploading highly sensitive personal information.

Best practices:

• Evaluate necessity – Only upload documents that are essential for your business operations
• Use sensitivity marking – Always mark documents containing personal identification as Sensitive
• Limit access – Share the sensitive document password only with team members who require it
• Regular audits – Periodically review the Document Access Log
• Consider alternatives – For extremely sensitive documents (e.g., social security numbers, financial records), consider whether they need to be stored digitally at all

NowRep's security measures:

• All documents are stored in secure cloud storage
• Sensitive documents require additional password authentication
• Access to sensitive documents is logged
• Documents are scoped to your account with row-level security

However, no system is completely immune to security risks. By uploading documents, you accept responsibility for ensuring appropriate use and access within your organization.

Viewing and Downloading Documents

1. Navigate to the talent's Documents tab
2. Click on any document to preview or download
3. For sensitive documents, enter the protection password when prompted

Managing Documents

• Delete – Remove documents that are no longer needed
• Rename – Edit document names to keep them organized

When Talent Profile Cleanup is scheduled, eligible exclusive documents are selected for cleanup by default, shared documents are unlinked from the talent, and platform-owned financial documents are retained. See Talent Profile Cleanup for details.