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.

Revisions

Drive is not just a file store -- it supports controlled-document workflows through revisions. Every document carries a revision letter (Rev A, Rev B, Rev C, ...): the first upload is Rev A, and each new upload of the same document raises the letter. Pilots and administrators always see the current revision; older revisions remain stored.

The document panel

Selecting a document opens its preview in the right-hand pane, with a document panel above it. The panel shows the revision dropdown (the current revision is selected by default), the validity of the selected revision, and the document's actions: edit, upload new revision, download, read status and delete. The document list itself stays compact: icon, name and description.

Uploading a new revision

1. Select the document in the list.
2. In the panel above the preview, choose the upload new revision action.
3. Choose the new file and, if applicable, set a new expiration date.
4. Save. The revision letter increases and everyone immediately sees the new file.

The document keeps its description, folder and read-confirmation setting. To change the description or the read-confirmation requirement without uploading a file, use the edit (pencil) action instead.

Viewing older revisions

Open the revision dropdown in the document panel and pick an earlier revision: the preview switches to that revision and its validity is shown, and the download and read-status actions then apply to the selected revision. Viewing an older revision is never recorded as a read.

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.

Read status and confirmations

The read status panel shows, per revision, which relations have opened a document, when they last viewed it, and — for documents that require read confirmation — when they actively confirmed reading it. This is valuable when you need to demonstrate that controlled documents have actually been consulted and acknowledged.

Checking read status

1. Select the document in the list.
2. In the panel above the preview, pick the revision you want to check (the current one is selected by default).
3. Select the read status (eye) action.
4. Review the list of relations, their last view, and the Confirmed column.

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 read status action on the document and review the list of relations, their last view dates and confirmations.
• Publish an updated manual -- use the upload-new-revision action on the existing document. The revision letter increases, pilots see an UPDATED badge, and read confirmations start fresh for the new revision.
• Replace an expired document -- upload a new revision with an updated expiration date; the full history stays available in the revision panel.

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.