Managing Your Document Library

The library is your source of truth

The Library is the full list of your organization's documents. Every row carries the metadata that makes StretchDocs more than a file drive: title, type, status, folder, owner, version, word count, who last saved it, and when it was last updated. By default the library is sorted with the most recently updated documents first, so what your team is actively working on rises to the top.

What each column means

• Title — the document name; also what search matches against.
• Type — a free-form label like SOP, Spec, Meeting Notes, or Policy. Types come from the template you used or whatever you set.
• Status — Draft, Review, Published, or Archived.
• Folder — the operating lane the document belongs to.
• Owner — the person accountable for the content.
• Version — how many times the content has been committed.
• Word count — the live length of the document.
• Last saved by / Updated — the most recent editor and timestamp.

Create a document

1. Click New document at the top of the library.
2. Choose blank or a template.
3. Set the title, folder, owner, and type.
4. Click Create — the document opens at version 1 in Draft.

Find a document quickly

1. Use the search box to match on title.
2. Filter by status to see only what's in Review, or only what's Published.
3. Filter or group by folder to focus on one lane of work (for example, everything in Onboarding).
4. Sort by Updated to resume recent work, or by word count to find the heaviest documents.

Rename or re-home a document

1. Open the document, or use its row's actions menu.
2. To rename, edit the title (up to 180 characters) and save.
3. To move it, change the folder field — for example from General to Operations.
4. To reassign accountability, change the owner.

Renaming, re-homing, and reassigning are metadata changes; they update the document without touching its written content.

Archive and restore

StretchDocs never hard-deletes from the library. Deleting archives a document instead:

1. Open the document's actions and choose Delete (or set its status to Archived).
2. The document leaves your active lists but is preserved.
3. To bring it back, open it and set the status to Draft or Published.

This soft-archive model means an accidental delete is always recoverable.

A realistic example

A product team's library has grown to 80 documents. The lead filters by status = Published and folder = Specs to build the current spec set for a release. She spots an obsolete v1 Auth Spec, opens it, and sets its status to Archived so it drops out of the active view. A week later a question comes up about the old design; she filters by status = Archived, reopens it, and sets it back to Published — nothing was lost.

Tips

• Keep folders few and meaningful — one per operating lane beats dozens of near-duplicates.
• Use status to declutter: archive anything retired instead of leaving it in Published.
• The word count and version columns are useful health signals — a Published document at version 2 may be under-reviewed.
• Always keep an owner set so no document is orphaned.

FAQ

How many documents can the library hold? There is no practical cap for your organization; listings page in batches for performance.

Can I permanently delete a document? The customer workspace archives rather than destroys, so a delete is always reversible. Contact your administrator if a document must be purged for compliance.

Why did a document jump to the top of the list? Any save — content or metadata — updates its timestamp, and the library sorts by most recently updated.