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Company documents

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Where workspace-wide policies and handbooks live, and who can manage them

Company documents is the workspace's shared document library - policies, handbooks, and forms.

SquadBear keeps three kinds of file apart. Company documents (this page) belong to the whole workspace and are readable by every member unless the document is restricted to managers. An employee's own files - contracts, certificates, ID scans - live on that person's profile "Documents" tab, visible to them, their manager, and admins. Attachments on a leave request, like a sick note, are evidence for that one request and follow the request's own access rules - see How leave approvals work.

How

  1. Go to People → Company documents. One list, one row per document - file metadata plus the versions published from it. Admins get two tabs, Files and Campaigns, and publish a new version or start a signature campaign from a document's own page (Policies & acknowledgments).
  2. Click Upload, choose a file, then set a title, a category (Policy, Guide, or Form) and a visibility (Everyone or Managers only). The upload publishes the file as version 1.
  3. An Everyone document is readable and downloadable by every member from that moment. Managers only keeps it out of members' libraries unless they have been asked to sign it. Uploading, editing and publishing versions are admin-only.
  4. Open a document to download it, edit its details, or publish the next file - New version on a Policy, Replace file on a Guide or Form.

Uploads accept PDF, PNG, JPG/JPEG, WEBP, plain text, CSV, Word (.docx), and Excel (.xlsx) files, up to 20 MB each. Storage counts against the plan's quota - an upload that would take the workspace over it is refused with 402 upgrade_required.

Company documents is an optional module. An admin turns it off in the Modules tab under Workspace settings → Workspace - the sidebar leaf disappears, /documents says which module is off, and agent calls answer 403 module_disabled. Nothing is deleted, and turning it back on restores the library exactly as it was.

Worked example

Marta uploads Employee Handbook 2026.pdf as a Policy visible to Everyone. All 15 people at Northlake can open it from People → Company documents.