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Global Documents

What this is

An organisation-wide search across every document belonging to your accessible projects: files you or a colleague uploaded, and PDFs SureSign generated automatically (payment certificates, notices, variation orders, and similar). It answers where a document is, which project owns it, what created it, and how to get back to the record it belongs to.

Global Documents is read-only. You cannot upload, generate, or delete a document from this page. Those actions remain inside a project's own Documents tab, where they have always lived.

Who can use it

Client users see documents belonging to their own organisation's projects. Super Admin and Admin see the same search, following the same access rules as Global Commercial and Projects.

Where to find it

Select Documents from the main sidebar (outside of any project).

What you will see

  • A summary of Total Documents, Uploaded, Generated, and AI Generated, counted across all documents you can access.
  • Search by filename, title, reference number, project name, or trade package name.
  • Filters for project, module, document type, uploaded versus generated, AI generated only, and file type.
  • Preview and download for every result, using the same preview and download behaviour as the project Documents tab.
  • Where a document was generated from a specific record such as a Variation, Payment Notice, Payment Application, or Trade Package, an arrow action takes you straight back to that record.

Table view and Explorer view

A view toggle next to the filters switches between two ways of looking at the same results:

  • Table (the default) — a dense, sortable table with a column per document: name, project, module, document type, origin, file type, date, size, and actions. Best for searching and auditing, which is what this page is used for most.
  • Explorer — the same results grouped visually by project, then by module or source area within that project, so you can browse by context instead of scanning rows. Click a project or module heading to expand or collapse it. Explorer only ever shows documents your current search and filters already matched — a project or module with nothing in it under the current filters simply doesn't appear.

Your chosen view is saved in the page's URL (?view=table or ?view=explorer), so it survives a refresh, browser back/forward, and a copied link — sending someone a Global Documents link opens them straight into the same view you were looking at.

Explorer groups whatever page of results is currently loaded, the same results the Table view's pagination also works from — if a project's documents span more than one page of results, Explorer shows that project's documents from the current page only, same as Table does. Use the pagination controls (visible in both views) to move through the rest.

What is not covered yet

A small number of documents have no direct link back to their source record. This happens when a document belongs to a Contract, since there is currently no dedicated Contract page to link to. These documents remain fully searchable, previewable, and downloadable; only the direct link back is unavailable for now.