# Documents

Source: https://docs.astalty.com.au/guide/participants/documents

> View and manage the documents you can access across a Participant's record.

Open **Documents** on a Participant's profile to find files you can access that are attached across their record.

![A Participant's profile with Documents highlighted in the side menu, opening the All Documents list of Medication List, OT Assessment Report and Emergency Response Plan with their Categories and Uploaded dates, and an Upload Documents button.](https://docs.astalty.com.au/assets/participant-documents-1a.png)

You can also view Documents assigned to Contacts, Organisations, and Plan Managers by heading to the [Directory](https://app.astalty.com.au/directory/plan-managers) and opening their profile. There's more information on viewing Documents in each of the following guides:

- [Contacts](https://docs.astalty.com.au/guide/directory/contacts)
- [Organisations](https://docs.astalty.com.au/guide/directory/organisations)
- [Plan Managers](https://docs.astalty.com.au/guide/directory/plan-managers)

## Viewing Documents

Documents can be attached to:

- a Task
- a Note
- a Support
- a Participant
- a Plan
- an Implementation
- a Record
- an Information Item
- a Plan Manager
- an Organisation
- a Contact

The Participant's Documents page brings together Documents you can access from across the Participant's record, regardless of where they were uploaded. A file attached to an item you cannot access is not exposed through this page.

Support Documents can be uploaded from a Support's **Documents** tab. If the Support is part of a recurring series, you can add the same Document to the current Support and selected future Supports in one action. See [Support Goals and Documents](https://docs.astalty.com.au/guide/scheduling/support-goals-and-documents).

Select a Document to open it, or use its 3-dot menu to **View**, **Download** or **Delete** it.

![The All Documents list on a Participant's profile, with the Emergency Response Plan name marked 1 and its 3-dot menu marked 2, open to show the View, Download and Delete options.](https://docs.astalty.com.au/assets/participants-all-docs.png)

## Uploading Documents

To upload a Document directly to a Participant's profile, click **Upload Documents**. This opens the upload form, where you can browse or drag files into the outlined area. You can add up to 50 files in one upload.

### Editing the Document Name before Uploading

Once you've selected your file, you can edit the name of the Document - this is what will display in Astalty.

### Categorising Documents

![The Upload Documents drawer with Behaviour Support Plan.pdf uploaded and its Tag icon highlighted, opening a searchable list of Document Categories: NDIS Reports, Personal Details, Reports, Risk Assessments and Service Agreements.](https://docs.astalty.com.au/assets/participant-document-categories.png)

Before uploading, select the Tag icon to add Categories that make the Document easier to find later.

If the Document Category you want to use is not found in the drop down (hint: you may need to search the first few letters), you can create a new Document Category 'on the fly' by clicking the **Create** button when prompted.

![The Document Category search with Physio Report typed in and an arrow pointing to the Create Physio Report option below it.](https://docs.astalty.com.au/assets/participant-docs-add-category.png)

## Editing Documents

Once a Document has been uploaded, or if you are viewing an existing Document, you can edit the Categories and Document name.

To edit the Document name, hover over the name and select the edit icon (1).

You can also use the Categories input (2) to edit the Categories for the Document.

![The Medication List Document open in the viewer, with the edit icon beside its name marked 1 and the Categories field, set to Personal Details, marked 2.](https://docs.astalty.com.au/assets/participant-documents-3a.png)

## Download Documents

To download a copy of the document, click **Actions** and select **Download** from the menu options. The document will be saved to your device's **Downloads** folder in your file explorer.

![A Document open in the viewer with the Actions menu highlighted and an arrow pointing to Download, above Send, Email History, Archive, Delete and Audit Trail.](https://docs.astalty.com.au/assets/participant-documents-5a.png)

## Sending Documents

To email a Document, open it from the Participant's **Documents** page and select **Actions**, then **Send**. Enter an email address or choose the Participant or one of their linked Contacts.

![A Document open in the viewer with the Actions menu highlighted and an arrow pointing to the Send option.](https://docs.astalty.com.au/assets/participant-documents-4a.png)

![The Send Documents drawer for Medication List with the recipient Name field highlighted and a list of suggested recipients below it, each tagged with a role: You, Participant, Mother, Brother and Support Coordinator.](https://docs.astalty.com.au/assets/participant-docs-send-2.png)

## Email History

When email tracking is enabled, open the Document's **Actions** menu and select **Email History** to see emails sent for that Document.

![A Document open in the viewer with the Actions menu highlighted and an arrow pointing to the Email History option.](https://docs.astalty.com.au/assets/participant-documents-6a.png)

## Archiving Documents

Archive an outdated Document to remove it from the active list without deleting it.

To archive a Document, open the Document and click the **Actions** button - you can then click the **Archive** option to archive the Document.

![A Document open in the viewer with the Actions menu highlighted and an arrow pointing to the Archive option.](https://docs.astalty.com.au/assets/participant-documents-7a.png)

## Deleting Documents

You can delete a Document from within the Document view if it is not still in use elsewhere. Astalty checks before deleting and explains anything that blocks the action. For example, a Document attached to a Participant Record cannot be deleted from this page. Open the Record to review or remove it instead.

Depending on how the Document is attached, the blocked action may offer **Archive instead** or **Remove from this participant**. Removing it from this Participant only removes the direct attachment; the file remains with its other owner. If a Document was uploaded to another item, such as a Task or Plan, the delete confirmation warns that deletion also removes it from that item.

![A Document open in the viewer with the Actions menu highlighted and an arrow pointing to the Delete option.](https://docs.astalty.com.au/assets/participant-documents-8a.png)

## Comments

Open a Document to view its **Comments** section. Add comments to give context or discuss the file without changing the Document itself.

## Audit Trail

Open **Audit Trail** to review when the Document was uploaded and changed.

![A Document open in the viewer with the Actions menu highlighted and an arrow pointing to the Audit Trail option.](https://docs.astalty.com.au/assets/participant-documents-9a.png)

## Restoring Archived Documents

To restore an archived Document:

1. Open the filter menu on the Participant's Document list.
2. Add the **Status** filter and choose **Archived**.
3. Open the Document.

![A Participant's All Documents list with the Filter button marked 1, the Status is Archived filter marked 2, and the archived Behaviour Support Plan in the list marked 3.](https://docs.astalty.com.au/assets/participant-docs-restore.png)

4. Select **Actions**, then **Restore**.

![An archived Document open in the viewer, marked Archived 29/10/2026 under its name, with the Actions menu highlighted and an arrow pointing to the Restore option.](https://docs.astalty.com.au/assets/participant-documents-10a.png)

The Document returns to the active **Documents** list on the Participant's profile.

## Searching Documents

Use **Search** at the top of the Documents table to find a document by name. Combine search with the filters to narrow the results.

## Available Filters

To add a Filter to the Documents table, first click **Filter** and then select the filter you'd like to add.

![The All Documents list with the Filter button highlighted, open to show the Status, Categories and File Types filters.](https://docs.astalty.com.au/assets/participant-docs-search.png)

### Status Filter

Sometimes you may need to find an Archived document - you can use the Status filter to do this.

### Categories

If you have lots of Documents, you can use the Categories filter to refine the view (where Categories have previously been applied to Documents).

### File Types

To find a particular type of Document (ie. PDF, Word, Email) you can use the File Types filter.