Document management

What it is

Document management (EDMS) is your company's secure document repository. Store files in a folder tree, keep a full version history, control who can see and edit each item through granular permissions and sensitivity labels, and get a complete, tamper-evident audit trail. Files can live on Hubtoll's cloud or on your own storage.

Screens

• Dashboard — company-wide counters (documents, folders, storage used), documents by sensitivity and by type, uploads by month, and recent activity; plus your personal figures.
• Document explorer — the main workspace: folder tree, grid/list views, an advanced filter, drag-and-drop upload, and share/move actions.
• Document detail — preview, download, and the version history.
• Audit — the full activity log.
• Access groups, storage settings and storage migration — administration.

Uploading & organising

Upload files into any folder you can contribute to (drag-and-drop, or the upload tray). Build a familiar folder hierarchy — create folders and sub-folders, rename them, and organise as deeply as you like. Folder names must be unique among their siblings.

Version history

Every document keeps a full, numbered version history. Upload a new version and the document advances to it, while every earlier version stays viewable and downloadable. Each version records who uploaded it, its size and a checksum, so you always know exactly what changed and when.

Access levels

Access to any document or folder is granted at one of five levels, each including everything below it:

Access is deny-by-default: the creator of an item owns it, grants on a folder flow down to what's inside it, and everything is scoped strictly to your company.

Sensitivity labels

Every document carries a sensitivity label that sets a baseline for who can reach it:

You can reclassify a document's sensitivity at any time (with Manage rights).

Sharing & access groups

Share a document or folder from the Share dialog by adding an access grant (you need Manage rights). A grant can target:

• a specific user,
• an access group — a named group of people you create and own, or
• a whole department (which covers its sub-departments too).

Choose the access level, and optionally an expiry date for a time-limited share. Grants can be updated or revoked at any time, and an expired grant stops giving access automatically.

Moving items

Move a document to another folder (you need Manage on the document and Contribute on the destination), or move an entire folder (you can't move a folder into itself or one of its own sub-folders). Names must be free in the destination.

Audit trail

Every meaningful action is recorded in an append-only audit log that's never edited or deleted. Each entry captures who (the person), what (the action and the item, in plain words), when, plus the IP address and device. Logged actions include view, download, upload, new version, delete, moves, folder changes, permission changes, reclassification — and even denied attempts, so administrators can see refused access. The log is written in the background, so it never slows down your work.

Storage & quotas

• Flexible storage. Keep files on Hubtoll's cloud (the default), or connect your own — AWS S3, Google Cloud Storage, FTP or SFTP. Any credentials you provide are stored encrypted. Only one storage is active at a time, and you can test a connection before switching to it.
• Per-user quota. Each licensed seat gets a generous storage allowance (10 GiB by default). If someone reaches their limit, new uploads pause until they free space; deleting a document returns its space.
• Migration tool. Moving from one storage to another is a self-service, paid migration that copies all your data across with live progress, can be paused and resumed, and keeps older versions readable throughout. A file that can't be read is skipped rather than blocking the whole move.

Deletion & retention

Deleting a document (with Manage rights) is a soft delete: the file is removed from your listings but retained behind the scenes for audit and retention purposes — it isn't erased. Folders can only be deleted when they're empty. At the account level, Hubtoll's Terms & Conditions describe a 60-day retention window for your data before permanent deletion.

Licence & permissions

Document management requires an active EDMS licence. If the licence lapses past its grace period, people keep preview access but downloading originals and new uploads pause until it's renewed. Company administrators (SUPER_ADMIN, EDMS_ADMIN) get a read-level view across the company for oversight, but editing, moving and sharing still need ownership or an explicit grant — and Restricted documents stay hidden even from them.

Good to know

• Unlabelled documents behave as Confidential — adding labels never widens access to existing files.
• Restricted documents ignore folder-inherited access and aren't visible to the admin oversight view.
• Preview and download are separate rights — someone may be able to view without downloading.
• You can only share via access groups you own, and granting Owner requires being an Owner yourself.
• Only one storage is active at a time; migration always copies onto the active storage.