Documents Overview
Overview
Documents appears as a top-level entry in the main sidebar, directly below Dashboards. Everything lives in a single tree that belongs to the organization, so a file uploaded by Finance and a policy page written by HR sit side by side and are found by the same search.
The hub gives you:
- One tree of folders, pages, and files — no separate silos per department
- Search by name or by the text inside a file
- Categories, tags, favorites, and filters to slice the tree any way you need
- A review queue for anything that needs a human to look at it
- Optional AI knowledge, so the assistant can answer questions from your own documents
Documents is organization-scoped. The project, team, employee, and date selectors in the page header do not apply to it.
The Three Kinds of Item
Everything in the hub is a document. What it can do depends on its kind.
| Kind | What it is | Can contain children | Created by |
|---|---|---|---|
| Folder | A container used to structure the tree | ✅ | New folder in the tree menu |
| Page | A wiki-style page written in the built-in editor | ✅ | New page |
| File | An uploaded binary — PDF, spreadsheet, image, etc. | ❌ | Upload, or drag & drop |
Pages can hold children just like folders, so a "Handbook" page can own the sections beneath it without needing a wrapper folder.
What Every Document Carries
| Property | Description |
|---|---|
| Name | Title of the folder, page, or file (an emoji icon can be added to pages) |
| Categories | Entries from the organization's category catalog — a curated taxonomy |
| Tags | Free-form platform tags, shared with the rest of Gauzy |
| Status | Processing lifecycle of an uploaded file: Processing, Ready, or Failed |
| Knowledge | Whether the document is part of the organization's AI knowledge |
| Review | Whether a human still needs to look at it |
| Visibility | Organization or Private |
| Source | How it arrived: Upload, Editor, Import, System, and so on |
| Linked records | Business records this document is attached to |
Linking Documents to Business Records
A contract is more useful when it hangs off the invoice it backs. Any document can be linked to records elsewhere in the platform:
| Record type | Typical use |
|---|---|
| Invoice | Signed contract, purchase order, receipt |
| Task | Specification, design file, acceptance criteria |
| Project | Statement of work, architecture notes |
| Team | Team charter, working agreements |
| Employee | Offer letter, certification, review notes |
| Contact | NDA, proposal, customer correspondence |
To link a record:
- Open the document and expand the detail panel
- Find Linked records and click Link a record
- Choose the record type, search for the record, and confirm
Links are two-way references — removing a link never deletes the document or the record.
Where Things Happen
| Screen | What you do there | Needed permission |
|---|---|---|
| Documents | Browse the tree, search, filter, upload, open documents | DOCS_READ |
| Documents → Review queue | Approve or reject documents waiting on a human | DOCS_REVIEW |
| Settings → Documents | Organization defaults, category catalog, storage, AI status | DOCS_MANAGE |
Relationship to the Rest of the Platform
Documents reuses the platform rather than duplicating it — the same tags, the same favorites, the same file storage, and the same permission system you already use elsewhere. It also supersedes two older areas:
- Organization Documents — the flat list of document links
- Help Center and the Knowledge Base — categorized articles
Both keep working, and their content can be imported into the hub. See Migrating from the Legacy Pages.
The Documents hub is controlled by a feature flag. If you do not see it in the sidebar, an administrator has not enabled it for your organization yet.
Related Pages
- Uploading Files — drag & drop, supported types, processing
- Organizing Documents — folders, categories, tags, search, filters
- Writing Pages — the page editor, versions, export
- AI Knowledge — grounding assistant answers in your documents
- Sharing & Permissions — visibility and the
DOCS_*permissions - Tags & Labels — the platform-wide tag system
- Favorites — the platform-wide favorites system