Overview
Documents 2.0 introduces a feature-rich Document Management System within the Global Expansion Platform (GEP). File Manager supports hierarchical folder nesting, drag-and-drop uploads and file management, and entity-based cascading permissions, all while enforcing platform-wide compliance standards.
Whether you're bulk uploading/downloading documents, previewing files, or restoring content from trash, Documents 2.0 ensures complete control with intuitive user actions and audit-ready transparency.
🚀 Key Takeaway: Manage documents securely and efficiently with structured folders, automated permission inheritance, and a full audit trail—all in one place.
Key Features & Capabilities
🔍 File Organisation & Navigation
Grid and List View options for flexible browsing.
Hierarchical parent-child nested folder structures for organised storage.
Clickable breadcrumbs for clear, contextual navigation.
Bulk folder downloads in ZIP format.
📂 Folder & File Management
Create, rename, and delete folders.
Move folders and files via drag-and-drop.
Rename individual files or folders.
Drag-and-select area to bulk select multiple files/folders.
Use Trash to temporarily store deleted items (archived).
Restore or permanently delete content from Trash.
📤 Uploading Documents
Drag-and-drop folders or files directly into UI for quick upload.
Uploading into a folder automatically inherits that folder's permissions.
Default upload permissions are scoped to the active organisation.
Floating toast notifications track upload progress.
📃 Downloading Documents
Select multiple files or folders and download them as a ZIP.
Download individual files through one-click actions.
Cherry-pick files for custom bulk downloads.
🔒 Permissions & Compliance
Documents are strictly segregated by organisation, preventing cross-contamination.
Access to documents can be restricted to selected entities only to prevent unauthorised sharing.
Parent folder permissions cascade down to all subfolders and files.
Role-based access ensures only authorised users can view or manage files.
Drag-and-drop uploads inherit entity and folder-level access rules.
👀 In-App Preview
Double-click any supported file to open a secure preview window.
No need to download documents to view them
📝 Audit Trail Integration
Tracks key events for compliance and accountability:
Documents: Uploaded, Updated, Deleted, Moved, Downloaded.
Folders: Created, Renamed, Deleted, Moved, Downloaded.
Full visibility of user actions for internal audits or compliance reviews.
How It Works (Step-by-Step Guide)
Step 1: Navigate to Documents from the GEP sidebar and open the File Manager.
Step 2: Choose between Grid View or List View depending on preference.
Step 3: Drag-and-drop files or folders into the file manager, or click Upload.
Uploads will inherit the active folder’s permissions.
Step 4: Tag files to the correct Entity and Document Type.
Step 5: Use breadcrumbs to stay oriented and filters to quickly find content.
Step 6: Organise your content using drag-and-drop to move folders/files or rename items as needed.
Step 7: Manage permissions at the parent folder level—these cascade automatically down to all child folders and documents.
Step 8: Use the Trash for recovery or permanent deletion.
Step 9: View the Audit Trail for a log of all file and folder actions.
Feature Deep Dives
📊 Trash Management
Deleted items go to Trash first, giving you time to restore if needed.
Empty Trash to permanently delete sensitive documents.
🕹️ Rename Support
Rename files and folders directly from the context menu.
New names appear instantly and update across breadcrumb paths.
📦 Bulk Actions
Use drag-select to highlight multiple items for download, move, or delete.
Bulk downloaded folders/files are auto-packaged into a ZIP file.
User Benefits (Outcome-Focused)
🎯 Accuracy: Prevent access errors through automated permission inheritance.
⏩ Efficiency: Speed up upload, download, and file movement with bulk actions
🔒 Security: Strict organisation-level segregation prevents cross-contamination.
📊 Transparency: Full audit tracking promotes accountability and oversight.
Best Practices and Tips
⚠️ Planning Folder Hierarchies
Assign permissions from the top-most folder only when subfolders can inherit them.
For more granular access, create separate parent folders per entity or purpose.
🔎 Entity Segregation
Avoid giving broad access on jurisdiction folders containing multiple entities.
Uploading to the wrong folder may expose documents beyond intended users.
❌ Preventing Over-Sharing
Use "Remove Access" feature to restrict visibility on specific subfolders/files.
Summary
Documents 2.0 redefines document handling across the Vistra platform. By combining modern UX with enterprise-grade security and audit controls, it empowers teams to work confidently, efficiently, and compliantly.