Documents

The Documents page is PawPlacer's central hub for managing all of your organization's files. From here you can upload documents, organize them into folders, control who can access them, and quickly find what you need with search, filters, and favorites.

Accessing the Documents Page

1. Open the main navigation menu
2. Select More
3. Click Documents

You need the Document Editor role to access this page. Team members without this role will see a permission notice instead.

Understanding the Interface

The Documents page has two viewing modes, accessible via the toggle at the top:

• All Documents shows every document in your account, organized by folder. Folder cards appear above the document table so you can browse into them.
• Entity Documents shows documents that are attached to specific records (pets, adopters, fosters, volunteers). In this view, each document displays the name of the linked record and a link to that record's profile.

Toolbar

Across the top of the page you will find:

• Scope toggle to switch between All Documents and Entity Documents
• Category filter to narrow results to a specific category (General, Training Materials, Forms, Policies, Guides, Templates, or Other)
• Folder filter to jump directly to a folder
• Favorites button to show only documents you have starred
• Search bar to find documents by name
• Upload Documents button to add new files
• New Folder button to create a folder

Document Table

Each row in the table shows:

• File type icon and document name (with description if one exists)
• Folder name (in All Documents mode) or linked entity name in Entity Documents mode
• Category badge
• Upload date
• Action buttons for favoriting, previewing, and downloading

Click any row to open a preview of the document.

Folders

Folders let you group related documents together. They appear as cards above the document list whenever you are browsing a folder level.

Creating a Folder

1. Click New Folder
2. Enter a folder name and optional description
3. Choose a color (Gray, Red, Yellow, Green, Blue, Purple, or Pink)
4. Optionally restrict access to specific roles (leave empty for all staff)
5. Click Create Folder

Editing a Folder

1. Find the folder card and click the pencil icon
2. Update the name, description, color, or role access
3. Click Save Changes

Navigating Folders

Click any folder card to open it. A breadcrumb trail appears below the toolbar so you can jump back to a parent folder or to All Documents at any time. Folders can be nested inside other folders.

Uploading Documents

1. Click Upload Documents (or use the upload button inside an empty folder)
2. Select one or more files from your device, or drag and drop files onto the dialog
3. If you selected multiple files, choose an upload mode:
   • Create New Folder groups all files into a new folder you name
   • Upload Individually treats each file as a separate document
4. For each document (or folder), fill in:
   • Name (required)
   • Description (optional)
   • Category (General, Training Materials, Forms, Policies, Guides, Templates, or Other)
   • Who Can Access select specific roles, or leave empty for all staff
5. Click Upload

Supported file types include images, PDFs, Word documents, Excel spreadsheets, PowerPoint presentations, Apple iWork files (Pages, Numbers, Keynote), plain text, CSV, RTF, ZIP archives, and JSON.

Previewing Documents

Click any document row to open the preview panel. PawPlacer can preview over 30 file formats directly in the browser, including images (JPEG, PNG, GIF, WebP, SVG, BMP, HEIC), PDFs, plain text, Markdown, CSV, JSON, XML, Word documents (DOCX), Excel spreadsheets (XLS, XLSX), and common video and audio formats.

From the preview panel you can:

• Download the file
• Edit the document's metadata (name, type, description)
• Delete the document

Files that cannot be previewed will open the edit dialog instead when clicked.

Favorites

Star any document by clicking the star icon in its row. Toggle the Favorites button in the toolbar to filter the list down to only your starred documents. Favorites are per-user, so each team member can maintain their own list.

Access Control

Both documents and folders support role-based access control. When uploading a document or creating a folder, you can select which roles are allowed to see it. If no roles are selected, all staff members have access.

Access levels work as follows:

• All Staff (default) visible to everyone on the team
• Specific Roles visible only to team members whose primary or custom roles match the selected roles

Owners and admins can always see admin-only and owner-only content.

Deleting Documents

1. Open the document preview by clicking its row
2. Click Delete
3. Confirm the deletion

Deleted documents are soft-deleted and immediately removed from the list.

Where Else Documents Appear

Documents in PawPlacer are not limited to the Documents page. You can also attach files directly to individual records throughout the app:

• Pet profiles have a Documents section for general pet files (contracts, applications, images) and a separate Medical Documents section inside each medical record
• Adopter profiles have a Documents section on the profile page
• Foster profiles have a Documents section on the profile page
• Volunteer profiles have a Documents section on the profile page
• Task boards each task dialog has a Documents tab for attaching relevant files

Documents uploaded to entity profiles also appear on the main Documents page under the Entity Documents view, giving you a single place to find everything.