Document control

This page covers uploading documents, previewing and downloading files, tracking revisions and validity, and reviewing who has viewed a document.

Uploading a document

To add a new document to Drive, navigate to the folder where the document belongs and start the upload process.

The upload form includes the following fields:

Step-by-step upload

1. Navigate to the target folder in Drive.
2. Select the option to upload a file from the module navigation.
3. Choose the file from your device.
4. Enter a description that clearly identifies the document content and purpose.
5. If the document has a validity period, set the expiration date.
6. Save the upload. The document appears in the folder's document list immediately.

Previewing documents

When you select a document in the list, a preview opens in the right-hand pane. Drive supports previewing many common document types directly in the browser, including PDF files and common office formats. This lets you verify the content of a document without needing to download it first.

If the file type cannot be previewed, the preview pane will indicate this and you can use the download option instead.

Downloading documents

Every document in the list has a download action. Use this to save a copy of the file to your device. This is useful when you need to work with the document offline, share it outside the platform, or archive a local copy.

Revision tracking

Drive is not just a file store -- it supports controlled-document workflows through revision tracking. Each document has a visible revision identifier that helps you understand which version is current.

Revision tracking is useful when:

• A document is updated periodically and you need to confirm that users are seeing the latest version.
• Your organisation needs to demonstrate that documents are maintained and kept current.
• You want to follow the update history of a specific file over time.

When a document is updated with a new revision, the revision identifier changes so users and administrators can see at a glance that the document has been refreshed.

Validity and expiration

Documents with an expiration date are monitored by Drive. The system provides visual indicators so you can quickly see the status of each document:

Reviewing expiration status

1. Open the folder containing the documents you want to check.
2. Look at the validity date column in the document list.
3. Documents with expired dates will be visually flagged.
4. Take action on expired documents: upload a replacement, update the expiration date, or remove the document if it is no longer relevant.

View history

The view history feature lets you see which relations have opened a document and when they last viewed it. This is valuable when you need to confirm that important documents have actually been consulted by the intended audience.

Checking view history

1. Find the document in the document list.
2. Select the view history action for that document.
3. Review the list of relations who have opened the document, along with the date and time of their last view.

View history is especially useful for:

• Confirming that a newly published safety notice or regulatory update has been read by the relevant people.
• Following up with individuals who have not yet opened a document that requires their attention.
• Providing evidence during audits that specific documents were distributed and accessed.

Common tasks

• Upload a new regulatory notice -- navigate to the appropriate folder, upload the file, add a description like "CAA Safety Directive SD-2026-04," set the expiration date if applicable, and save.
• Check if a document is still valid -- open the folder and look at the validity date and visual indicator in the document list.
• Verify who has read an important briefing document -- select the view history action on the document and review the list of relations and their last view dates.
• Replace an expired document -- upload the new version to the same folder with an updated description and expiration date. Remove the old version if it should no longer be accessible.

Good practice

• Give every document a clear, specific description. The file name alone is often not enough for users to understand the content, especially when file names follow a coding scheme.
• Set expiration dates on any document that has a limited validity period. Do not rely on memory to track which documents need renewal.
• Review expiry-sensitive documents regularly. A monthly or quarterly check of your critical folders helps catch documents that are approaching or past their expiration date.
• Use view history proactively after publishing important documents. If key people have not opened a document within a reasonable time, follow up directly.
• Remove obsolete documents so that users always see the current reference set. An outdated document left in Drive can cause confusion or compliance issues.
• Remember that documents in Drive are also visible in the Pilot App. Ensure that descriptions and folder placement make sense for mobile users as well as platform users.