# Documents in 360 (Contact Documents and Workflow Document Steps)

HTML version: [Documents in 360 (Contact Documents and Workflow Document Steps)](https://support.gladstonesoftware.cloud/gladstone360/documents-in-360-contact-documents-and-workflow-document-steps)

## Problem
You need to store files such as ID, eligibility proof or medical information against a contact in Gladstone 360, or make staff confirm a customer has agreed to a document such as the T&Cs during a workflow.

## Resolution

### Set up storage (before the first upload)

1. **Set the storage location**
   - Files are stored on disk (because of their size). Default: `C:\ProgramData\Gladstone\Gladstone360\[DBPREFIX]`. Leave `[DBPREFIX]` as a literal; 360 substitutes the database prefix. Check the existing value before editing.
   - Change it in `GMC > Configuration Manager > Configuration > Gladstone360 Front of House > General Settings > Contact Documents Location` (required). Change it **before any documents are uploaded**, and make sure 360 has read/write permission on the new location. It is typically on the same server as the 360 installation.
   - Folder structure under the database folder:
     - `ContactsDocuments`: every contact file, in GUID folders (fast retrieval, and the contact is not identifiable from the path).
     - `Email\Attachments` (uploaded email attachments) and `Email\AttachmentsTemp` (built before BPM sends, then cleared automatically once the email has gone).
     - `WorkflowDocuments`: documents uploaded for workflow steps.

2. **Set the upload size**
   - Each file must be no larger than `GMC > Gladstone360 CheckIn POS > General Settings > Contact Document Upload Maximum Size (MB)`. About 5 MB per upload is typical.
   - Split larger files (for example, long documents) and upload them separately; several documents can be attached to one record.

### Add a contact document

3. **Open the Documents card**
   - The widget is on **Check-in** (Documents card) and in the **Prospects** module. Staff can add a new document, view existing ones and edit some details.
   - Open the contact and the **Documents** card, then click **Add**.

4. **Complete the fields**
   - Red asterisk = required; a file must be uploaded to save.

   | Field | Notes |
   |---|---|
   | Subject | Free text description |
   | Document type | From a predefined list. Some types are sensitive by default (for example, Medical Information). |
   | Link to membership | Optional: tie it to a membership the contact holds (for example, freeze evidence) |
   | Valid until | Optional expiry (for example, student ID). No alert is sent at expiry, but it can be reported on. |
   | Upload file | From disk, or take a photo on a tablet |
   | Sensitive | Two-tier security: some users can open ordinary documents, fewer can open sensitive ones. Set manually for any type; automatic for sensitive-by-default types. |

5. **Save**
   - Click **Save**.

6. **View, edit or delete (if applicable)**
   - With permission to view, clicking the view icon opens the document in a pop-up.
   - With edit permission you can change subject, type, expiry, linked memberships and the sensitive flag, **but not the file itself** (delete and re-upload instead).
   - Deleting needs its own permission.

### Add a Documents step to a workflow

7. **Add the step and choose a mode**
   - In 360, go to `cog > Configuration > Workflows`, add a **Documents** step to any workflow and choose a mode:

   | Mode | Use | Options |
   |---|---|---|
   | **Add** (default) | Require a document upload, for example proof of eligibility for a student price level at joining | Preset subject (optionally locked so it cannot be changed), fixed document type (cannot be changed in the workflow), allow linking to the contact's memberships, **mandatory** or skippable (a non-mandatory step shows **Skip**) |
   | **Review** | Show existing documents; staff can view, edit, delete (each with permission) and add one or more new documents | — |
   | **View** | Show a static document (for example, T&Cs); staff must confirm the customer has viewed and agreed before saving | Choose subject, type and the specific previously uploaded document |

8. **Set up a View-mode document (if applicable)**
   - Upload the document in the GMC **Documents** tab (most likely `GMC > Gladstone360 Front of House > Documents`; check which element's Documents tab the workflow step reads on your build).
   - In the workflow, add a Documents step, set it to **View** mode and choose the subject, document type and the document.
   - When the workflow runs, staff (or the customer on a tablet) view the document and tick **confirm document viewed** before they can save.
   - At the end, the document is saved against the contact and a **note** records that the customer approved it.

### Keep documents tidy

9. **Report on documents**
   - Document fields are available in reporting (EyeQ; Gladstone Reporting contact drill-downs show document status and expiry, and Sisense can report on documents held). For example, list student IDs expiring next month.

10. **Schedule clean-up jobs**
    - Go to `BPM > Schedule a business process > Document Tools`, which has four clean-up jobs:

    | Job | Deletes | Parameters |
    |---|---|---|
    | Delete expired documents | Documents past their valid-until date | Site, document types, days since expiry |
    | Delete orphaned documents | Files with no matching record (for example, left after purging or archiving a member) | — |
    | Delete expired membership documents | Documents linked to an expired membership (**kept if any linked membership is still live**) | Site, document types, days since expiry |
    | Delete aging documents | Documents older than a set age | Site, document types, months since upload |

## Notes

- 360 has two document functions:
  - **Contact documents**: files stored against a contact (for example, student ID, medical information, eligibility proof, freeze evidence, proof of cancellation).
  - **Workflow documents**: a fixed document (for example, Terms and Conditions, privacy policy, health commitment) shown in a workflow that staff must confirm the customer has agreed to. On completion it is saved against the contact, with a note, as an audit trail.
- Documents are **not** deleted automatically for GDPR; admins with delete permission remove them, or use the BPM clean-up jobs.
- Uploading documents slows a workflow (the file has to be scanned and uploaded), so only include an Add-mode step where proof is needed.
- A mandatory step cannot be skipped partway through the workflow.
- **Permissions** (POS roles, Member Documents):

  | Permission | Allows | Typical Standard setting |
  |---|---|---|
  | **View Documents Widget** | See the Documents card | Allow |
  | **Add Documents** | Upload a document | Allow |
  | **Open Documents** | Open ordinary documents | Allow |
  | **Open Documents with Sensitive Information** | Open documents flagged sensitive | Allow or restrict, per policy |
  | **Edit Documents** | Change details (for example, valid-until date after adding) | Deny |
  | **Delete Documents** | Delete a document | Deny (admins only) |

- Full permission list in the [Gladstone 360 Permission Reference Overview](gladstone-360-permission-reference-contacts-pos-and-check-in.md); role design in [Recommended Gladstone 360 Roles and Permission Levels](recommended-gladstone-360-roles-and-permission-levels.md); building workflows in [Creating a Workflow in Gladstone360](creating-a-workflow-in-gladstone360.md).
- Related: [Gladstone 360 – Logging In, Member Records and Managing Memberships](gladstone-360-logging-in-member-records-and-managing-memberships.md); [Gladstone 360 – Permissions and GMC Configuration](gladstone-360-permissions-and-gmc-configuration.md); [Gladstone Go – Joining Online, Pay-as-You-Go and Eligibility Checks](../gooperator/gladstone-go-joining-linked-members-shared-memberships-and-primary-payee.md) (eligibility proof); [How to Navigate and Operate Gladstone Reporting](../gladstonereporting/how-to-navigate-and-operate-gladstone-reporting.md).