Document management

1. The four figures and the expiry warning

«Total Documents» includes contractors' documents (the number is shown below), «Published» shows how many are already available to everyone and what share of the total they are, «Expiring soon» those that expire within 30 days, and «Pending Signatures» those waiting for your signature.

If something expires soon, a yellow band also appears, “2 documents expire in 30 days” (with the right number): renew those documents before the date.

2. The folders

Below are the folders by category («Safety», «Legal», «Training», «Human Resources», «Operations», «Quality», «Environmental», «Financial», «General») with the number of documents in each. The orange one, «Contractors (CAE)», holds the documents uploaded by contractors.

Press a folder to see its documents as cards: status, type, version, size, date and, if it expires soon, “Expiring within 30 days” in orange. The folder path above takes you back. «Create folder» only asks for the name.

3. Upload a document

1. Press «Upload document».

2. Drag the file in or click “Select File” (PDF, Office, images, video or ZIP). Or click “Use Template”: choose a template, fill in its details, choose the “Scope” (whole company, a site, a department or a job position) if the template has data blocks, check the contents and sections, and “Generate PDF” creates the document and files it here, with no file to upload. Data blocks are filled with the records of that scope (risks, pending measures, training, PPE, contractors, incidents) and each row carries the record's code, for example R-012. If the template has a “Written by Nora” section, “Draft with Nora” writes its text from that section's data blocks and the company data, without inventing records or citing legislation; the text is marked “Written by Nora · not reviewed” until you review it, correct it if needed and press “Accept”. “Draft again” asks for another text. Until every Nora section is accepted, “Generate PDF” stays off; the PDF prints the accepted text with who accepted it and when.

3. Fill in “Title”, “Type” and “Category” (required) and, if relevant, “Expiry Date” and “Workplace Center”. With an expiry date, the document will appear in «Expiring soon» 30 days before.

4. Tick “Requires digital signature” if someone must sign it or “Mark as confidential” if not everyone should see it, and press “Upload document”. The document starts as “Draft”.

4. Take a document to published

Each card shows the button for the next step according to its status: in “Draft”, “Submit for review”; in “Under review”, “Approve”; in “Approved”, “Publish Document”. Press the card to open the document, download it or see its versions.

To find something, use the “Search documents...” box or «Filters» (“Type”, “Category”, “Status”, “Tags” and the “Include Expired” and “Include Confidential” options).

A document generated from a template shows “Generated from a template”: which template and scope it came from and which records it used, each linked to its record. If those records change later, “Out of date: N records have changed” appears with the list, and “Regenerate” generates it again with the current data as a new version of the same document. An approved, published or signed document is not regenerated: generate a new one from the template. A document with Nora sections is not regenerated either: a person reviewed their text against the data of that moment, so generate a new one from the template and review those sections again. “Download as Word” downloads it as Word (.docx) with the same logo, index and sections as the PDF. If you edit it outside the app, in “Versions” press “Upload version” with that file: it becomes a new version of the same document, and the search box and Nora find its text. The panel then says that the current version is the one you uploaded; “Regenerate” would create another version with the current records, without your Word changes. The documents of «Legal documents» and of AI documents are generated the same way and filed here, the legal ones in the «Legal» folder.

5. Permissions

A read-only user sees the folders and documents, but «Upload document» and the review, approve and publish buttons are disabled for them. Documents marked as confidential only appear with the “Include Confidential” option. In a generated document, a data block with data the user cannot see in the app (contractors, if they do not administer the company; health surveillance, without medical permission) is left empty with a notice, and health surveillance only ever prints aggregate figures.