---
title: Managing Documents in SurePact
description: SurePact provides document management tools at both the record level and organisation level to ensure files are stored, shared, and accessed efficiently. In SurePact, documents can be stored in three
---

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1. [SurePact | Knowledge Base](https://support.surepact.com/?hsLang=en)
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# Managing Documents in SurePact

SurePact provides **document management tools** at both the **record level** and **organisation level** to ensure files are stored, shared, and accessed efficiently.

In SurePact, documents can be stored in three key locations:

- **Record-Level Documents**: Attached directly to grants, projects, contracts, portfolios, or assets.
- **Document Library**: Organisation-wide document storage accessible to all SurePact users.
- **Document Repository**: User-specific document storage that allows files to be linked to multiple records.

### **Document Management in SurePact**

SurePact offers two primary ways to manage documents:

| **Storage Type** | **Purpose** | **Who Can Access?** |
| --- | --- | --- |
| **Record-Level Documents** | Documents stored **within a specific record** (e.g., grants, projects, contracts). | Users assigned to the record. |
| **Document Library** | Organisation-wide storage for shared files and templates. | All SurePact users. |
| **Document Repository** | User-specific storage for files that can later be linked to records. | Controlled by the document owner. |

### **Managing Record-Level Documents**

Every **record** (Grant, Project, Contract, etc.) includes a **Documents tab** for storing and managing files relevant to that specific record.

#### **Adding a Document to a Record**

1. Open the **record** and navigate to the **Management** section.
2. Open the Documents tab.
3. Select ![](https://support.surepact.com/hs-fs/hubfs/image-png-Aug-21-2025-02-19-00-9121-AM.png?width=40&height=36&name=image-png-Aug-21-2025-02-19-00-9121-AM.png) **Add File** button**.**
4. Drag and drop the file from your device, or **Browse** to locate the file.
5. Enter a **Title** and **Description** for the file. You can also assign the file to a particular **Folder**.
6. Select **Upload**.
7. Once uploaded, use the **Document Wizard** to:
   
     - Submit the document for **review and approval**.
     - **Send it via email** within the system.
     - **Notify another SurePact user** about the document.
     - Access the documents **governance log.**

#### **Viewing / Downloading a Document**

1. Select the file you want to view / download.
2. Select ![](https://support.surepact.com/hs-fs/hubfs/image-png-Aug-21-2025-02-19-40-2141-AM.png?width=40&height=33&name=image-png-Aug-21-2025-02-19-40-2141-AM.png) **Download File** button.
3. The file will download to your device and will be visible in your browser's downloads list.

![](https://support.surepact.com/hs-fs/hubfs/image-png-Aug-21-2025-02-22-06-4956-AM.png?width=362&height=142&name=image-png-Aug-21-2025-02-22-06-4956-AM.png)

#### **Organising & Managing Documents**

- **Drag & Drop** documents into folders for better organisation.
- **Rename** files by double-clicking on the document and editing its details.
- **Delete** files using the ![](https://support.surepact.com/hs-fs/hubfs/image-png-Aug-21-2025-02-23-30-9026-AM.png?width=40&height=33&name=image-png-Aug-21-2025-02-23-30-9026-AM.png) **Delete File** button after selecting one in the list.

 

### **Using the Document Library**

The **Document Library** stores organisation-wide documents that all SurePact users can access.

#### **📌 Key Features of the Document Library**

✔ **Visibility**: All SurePact users within your organisation can access these documents.

✔ **Organisation**: Documents can be categorised into folders or kept in the top-level list for quick access.

✔ **Editing**: Double-click a document to edit its **title, description, or folder location**. 

#### **Adding a Document to the Library**

1. Open **Documents** in the left menu.
2. Select the **Document Library** option.
3. Select **+ Add Document** button.
4. Enter a **Title** and **Description**. You can also assign the file to a particular **Folder**.
5. Select **Upload**.

![](https://support.surepact.com/hs-fs/hubfs/image-png-Feb-28-2025-04-42-24-1449-AM.png?width=688&height=426&name=image-png-Feb-28-2025-04-42-24-1449-AM.png)

#### **Viewing / Downloading a Document**

1. Select the file you want to view / download.
2. Select ![](https://support.surepact.com/hs-fs/hubfs/image-png-Aug-21-2025-02-19-40-2141-AM.png?width=40&height=33&name=image-png-Aug-21-2025-02-19-40-2141-AM.png) **Download File** button.
3. The file will download to your device and will be visible in your browser's downloads list.

#### **Deleting a Library Document**

1. Select the document.
2. Select the **ellipsis (⋮) menu** at the top.
3. Choose **Delete**.

![gif - delete doc](https://support.surepact.com/hs-fs/hubfs/gif%20-%20delete%20doc.gif?width=688&height=427&name=gif%20-%20delete%20doc.gif)

💡 **Tip:** Use meaningful document titles and descriptions when uploading files to help users identify them quickly.

### **Using the Document Repository**

The **Document Repository** allows users to store files before linking them to specific records.

#### **📌 Key Features of the Document Repository**

✔ **User-Specific Access**: Unlike the Document Library, visibility is controlled per document.

✔ **Linking to Records**: Repository documents can be linked to SurePact records such as **Projects, Grants, or Contracts**.

✔ **Document Editing**: Update document titles, descriptions, or visibility settings anytime.

#### **Adding a Document to the Repository**

1. Open **Documents** in the left menu.
2. Select the **Document Repository** option.
3. Select **+ Add Document** button.
4. Drag and drop the file you'd like to upload or click browse and select the file.
5. Assign a **Title, Description and Visibility (Member)** settings.
6. Select **Upload**.

![chrome-capture-2025-2-28](https://support.surepact.com/hs-fs/hubfs/chrome-capture-2025-2-28.gif?width=640&height=395&name=chrome-capture-2025-2-28.gif)

**Editing a Repository Document**

1. Double-click a document in the **Repository list**.
2. Update the **folder, title, description, or visibility settings**.
3. Select **Save**.

#### **Linking Repository Documents to Records**

1. Open the **Document Repository**.
2. Find the document and click **Link** tab.
3. Select (tick) the specific record(s) to link (or unlink) to the document.
4. Select **Save Changes**.

![chrome-capture-2025-2-28 (1)](https://support.surepact.com/hs-fs/hubfs/chrome-capture-2025-2-28%20(1).gif?width=680&height=374&name=chrome-capture-2025-2-28%20(1).gif)

### **Best Practices for Document Management**

✔ **Use folders** to keep files organised.

✔ **Follow naming conventions** for consistency.

✔ **Regularly update documents** to keep information current.

✔ **Manage visibility settings** to control who can access sensitive files.

✔ **Use the Repository** for documents that may be linked across multiple records.

- [Getting Started (For All Users)](https://support.surepact.com/getting-started-for-all-users?hsLang=en)
- [Funding Programs (For Grantmakers)](https://support.surepact.com/funding-programs-for-grantmakers?hsLang=en#main-content)

    - [Creating & Managing Funding Programs](https://support.surepact.com/funding-programs-for-grantmakers?hsLang=en#creating-managing-funding-programs)
    - [Application Round(s) Setup](https://support.surepact.com/funding-programs-for-grantmakers?hsLang=en#application-rounds-setup)
    - [Application Review, Allocations, Funding Agreements](https://support.surepact.com/funding-programs-for-grantmakers?hsLang=en#application-review-allocations-funding-agreements)
    - [Program Delivery and Reporting](https://support.surepact.com/funding-programs-for-grantmakers?hsLang=en#program-delivery-and-reporting)
- [Funding Opportunities (For Applicants & Recipients)](https://support.surepact.com/funding-opportunities-for-applicants-recipients?hsLang=en#main-content)

    - [Applying for a Funding Opportunity](https://support.surepact.com/funding-opportunities-for-applicants-recipients?hsLang=en#applying-for-a-funding-opportunity)
    - [Tracking & Managing Applications](https://support.surepact.com/funding-opportunities-for-applicants-recipients?hsLang=en#tracking-managing-applications)
- [Grant Management & Reporting](https://support.surepact.com/grant-management-reporting?hsLang=en)
- [SurePact Records](https://support.surepact.com/surepact-records?hsLang=en)
- [Portfolios](https://support.surepact.com/portfolios?hsLang=en)
- [Projects & Contracts](https://support.surepact.com/projects-contracts?hsLang=en#main-content)

    - [Project Management](https://support.surepact.com/projects-contracts?hsLang=en#project-management)
    - [Managing Contracts Within Projects](https://support.surepact.com/projects-contracts?hsLang=en#managing-contracts-within-projects)
- [Risk, Compliance & Asset Management](https://support.surepact.com/risk-compliance-asset-management?hsLang=en#main-content)

    - [Risk & Issue Management](https://support.surepact.com/risk-compliance-asset-management?hsLang=en#risk-issue-management)
    - [Asset Management](https://support.surepact.com/risk-compliance-asset-management?hsLang=en#asset-management)
- [Administration & System Setup](https://support.surepact.com/administration-system-setup?hsLang=en#main-content)

    - [External Assessors](https://support.surepact.com/administration-system-setup?hsLang=en#external-assessors)
- [Common Processes](https://support.surepact.com/common-processes?hsLang=en)
- [Release Notes & Support](https://support.surepact.com/release-notes-support?hsLang=en#main-content)

    - [What's New in Version 6?](https://support.surepact.com/release-notes-support?hsLang=en#whats-new-in-version-6)
    - [What?! Version 7 Already?](https://support.surepact.com/release-notes-support?hsLang=en#what-version-7-already)
    - [Version 8, let's create!](https://support.surepact.com/release-notes-support?hsLang=en#version-8-lets-create)
- [External Assessor](https://support.surepact.com/external-assessor?hsLang=en)

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