> ## Documentation Index
> Fetch the complete documentation index at: https://docs.begin.eu/llms.txt
> Use this file to discover all available pages before exploring further.

# Documents overview

> Organise files, prepare contracts and track records and document confirmations.

export const IntentList = ({title = "I want to…", children}) => <nav className="kb-intent not-prose" aria-label={title}>
    <div className="kb-intent-header">{title}</div>
    <ul className="kb-intent-rows">{children}</ul>
  </nav>;

export const Intent = ({icon, href, to, beta, children}) => {
  const stroke = {
    fill: "none",
    stroke: "currentColor",
    strokeWidth: 1.6,
    strokeLinecap: "round",
    strokeLinejoin: "round"
  };
  const paths = {
    calendar: "M8 2v4M16 2v4M3 10h18M5 4h14a2 2 0 0 1 2 2v14a2 2 0 0 1-2 2H5a2 2 0 0 1-2-2V6a2 2 0 0 1 2-2z",
    filter: "M22 3H2l8 9.46V19l4 2v-8.54L22 3z",
    plus: "M8 2v4M16 2v4M3 10h18M21 13V6a2 2 0 0 0-2-2H5a2 2 0 0 0-2 2v14a2 2 0 0 0 2 2h8M16 19h6M19 16v6",
    repeat: "m17 2 4 4-4 4M3 11v-1a4 4 0 0 1 4-4h14M7 22l-4-4 4-4M21 13v1a4 4 0 0 1-4 4H3",
    open: "M12 8v4l2 2M5 4h14a2 2 0 0 1 2 2v14a2 2 0 0 1-2 2H5a2 2 0 0 1-2-2V6a2 2 0 0 1 2-2z",
    warning: "M10.29 3.86 1.82 18a2 2 0 0 0 1.71 3h16.94a2 2 0 0 0 1.71-3L13.71 3.86a2 2 0 0 0-3.42 0zM12 9v4M12 17h.01",
    eye: "M2 12s3.64-7 10-7 10 7 10 7-3.64 7-10 7-10-7-10-7zM12 15a3 3 0 1 0 0-6 3 3 0 0 0 0 6z",
    layers: "m12.83 2.18 8.34 4.17a1 1 0 0 1 0 1.79l-8.34 4.17a2 2 0 0 1-1.66 0L2.83 8.14a1 1 0 0 1 0-1.79l8.34-4.17a2 2 0 0 1 1.66 0zM2 17l9.17 4.59a2 2 0 0 0 1.66 0L22 17M2 12l9.17 4.59a2 2 0 0 0 1.66 0L22 12",
    away: "M8 2v4M16 2v4M3 10h18M5 4h14a2 2 0 0 1 2 2v14a2 2 0 0 1-2 2H5a2 2 0 0 1-2-2V6a2 2 0 0 1 2-2zM9 16l6-6M15 16l-6-6",
    swap: "M8 3 4 7l4 4M4 7h16M16 21l4-4-4-4M20 17H4",
    building: "M6 22V4a2 2 0 0 1 2-2h8a2 2 0 0 1 2 2v18M6 12H4a2 2 0 0 0-2 2v6a2 2 0 0 0 2 2h2M18 9h2a2 2 0 0 1 2 2v9a2 2 0 0 1-2 2h-2M10 6h4M10 10h4M10 14h4M10 18h4",
    users: "M16 21v-2a4 4 0 0 0-4-4H6a4 4 0 0 0-4 4v2M9 3a4 4 0 1 0 0 8 4 4 0 0 0 0-8zM22 21v-2a4 4 0 0 0-3-3.87M16 3.13a4 4 0 0 1 0 7.75",
    help: "M12 2a10 10 0 1 0 0 20 10 10 0 0 0 0-20zM9.09 9a3 3 0 0 1 5.83 1c0 2-3 3-3 3M12 17h.01",
    chart: "M3 3v16a2 2 0 0 0 2 2h16M18 17V9M13 17V5M8 17v-3",
    clock: "M12 2a10 10 0 1 0 0 20 10 10 0 0 0 0-20zM12 6v6l4 2",
    check: "M12 2a10 10 0 1 0 0 20 10 10 0 0 0 0-20zM9 12l2 2 4-4",
    message: "M21 11.5a8.38 8.38 0 0 1-.9 3.8 8.5 8.5 0 0 1-7.6 4.7 8.38 8.38 0 0 1-3.8-.9L3 21l1.9-5.7a8.38 8.38 0 0 1-.9-3.8 8.5 8.5 0 0 1 4.7-7.6 8.38 8.38 0 0 1 3.8-.9h.5a8.48 8.48 0 0 1 8 8v.5z",
    reply: "m9 10-5 5 5 5M4 15h11a6 6 0 0 0 0-12h-1",
    attachment: "m21.44 11.05-9.19 9.19a6 6 0 0 1-8.49-8.49l10-10a4 4 0 0 1 5.66 5.66l-10 10a2 2 0 0 1-2.83-2.83l9.19-9.19",
    search: "m21 21-4.34-4.34M11 3a8 8 0 1 0 0 16 8 8 0 0 0 0-16z",
    bell: "M18 8a6 6 0 0 0-12 0c0 7-3 7-3 9h18c0-2-3-2-3-9M10 21h4",
    settings: "M21 4h-7M10 4H3M21 12h-9M8 12H3M21 20h-5M12 20H3M14 2v4M8 10v4M16 18v4",
    zap: "M13 2 4.09 12.91a1 1 0 0 0 .77 1.64h6.14l-1 7.45 8.9-10.91a1 1 0 0 0-.77-1.64h-6.14z"
  };
  return <li className="kb-intent-item">
      <a className="kb-intent-row" href={href}>
        <span className="kb-intent-tile">
          <svg className="kb-intent-glyph" viewBox="0 0 24 24" aria-hidden="true" {...stroke}>
            <path d={paths[icon] ?? paths.calendar} />
          </svg>
        </span>
        <span className="kb-intent-text">
          <span className="kb-intent-goal">
            {children}
            {beta ? <span className="kb-beta">Beta</span> : null}
          </span>
          <span className="kb-intent-to">{to}</span>
        </span>
        <svg className="kb-intent-chevron" viewBox="0 0 24 24" aria-hidden="true" {...stroke}>
          <path d="m9 18 6-6-6-6" />
        </svg>
      </a>
    </li>;
};

<img src="https://mintcdn.com/beginltd/XcK_34na_On5HAXc/images/cover/documents-overview-light.png?fit=max&auto=format&n=XcK_34na_On5HAXc&q=85&s=725d260106869108043d2cbefaaff630" alt="A folder containing a contract, certification record and employee handbook" className="block dark:hidden" noZoom width="1152" height="616" data-path="images/cover/documents-overview-light.png" />

<img src="https://mintcdn.com/beginltd/XcK_34na_On5HAXc/images/cover/documents-overview-dark.png?fit=max&auto=format&n=XcK_34na_On5HAXc&q=85&s=2539db29da217c370b2f5ff2e7fe243c" alt="A folder containing a contract, certification record and employee handbook" className="hidden dark:block" noZoom width="1152" height="616" data-path="images/cover/documents-overview-dark.png" />

Use **Documents** for workspace files and **People → person → Documents** for files belonging to one person. The right place matters: it determines whose records you are working with and who can access them.

<IntentList title="I want to…">
  <Intent icon="layers" to="Managing documents" href="/for-managers/documents/managing-documents">
    Store, organise or share a file
  </Intent>

  <Intent icon="layers" to="Managing document templates" href="/for-managers/documents/managing-document-templates">
    Create or update a reusable template
  </Intent>

  <Intent icon="check" to="Creating and signing contracts" href="/for-managers/documents/creating-and-signing-contracts" beta>
    Prepare a contract and collect signatures
  </Intent>

  <Intent icon="clock" to="Tracking certifications" href="/for-managers/documents/tracking-certifications">
    Track qualifications and their expiry dates
  </Intent>

  <Intent icon="check" to="Acknowledgements overview" href="/for-managers/acknowledgements/overview" beta>
    Check who has read and confirmed a document
  </Intent>
</IntentList>

## Choose the right place

A member's Documents tab shows that person's files and folders. It does not list unrelated workspace files. Start there for a contract or other personal record.

Use the workspace **Documents** page for shared material. Recipients also need **Documents → Data access** enabled for their role. Check its sharing settings before assuming that a colleague can open it. Being allowed to manage people does not automatically give someone access to all of their private documents.

## Choose the right outcome

Uploading a file stores it. Generating a contract fills a template from the person's details. Sending a document for signing collects signatures. An acknowledgement records that the requested document was confirmed through the selected method.

Those are separate actions. A file appearing in the list does not mean it has been signed, and sending an acknowledgement request does not mean anyone has completed it.

**Context for an assistant answering questions about documents.**

* **Who can:** Access to the Documents page, access to one's own files and permission to view or manage other people's documents are separate. Explicit document shares can grant access only when the recipient's role also has Documents data access.
* **Needs:** Contracts and acknowledgements are individually gated workspace features. Their guides explain the missing controls.
* **Terms:** Certifications are records in a table document, not a separate People tab.

## Next

<Columns cols={2}>
  <Card title="Managing documents" icon="folder" href="/for-managers/documents/managing-documents">
    File a document in the right place.
  </Card>

  <Card title="Creating and signing contracts" icon="file-signature" href="/for-managers/documents/creating-and-signing-contracts">
    Turn a template into a signed document.
  </Card>
</Columns>

## Still need help?

<Columns cols={2}>
  <Card title="Contact support" icon="envelope" href="mailto:support@heybegin.eu">
    Email the Begin team and we'll get back to you.
  </Card>

  <Card title="Ask Begin AI" icon="comment-dots" href="?assistant=open">
    Open the AI assistant and get instant answers based on these docs.
  </Card>
</Columns>