Documents
Create templates, share documents, and manage submissions for your citizen development program.
Documents helps you build and distribute the materials your citizen development program needs: governance templates, training documents, and reusable forms. Your team can fill out templates, upload documents, and track submissions all from one place.
Prerequisites
- A Velnoro team account
- All team members can access Documents
- Document uploads require Owner or Admin role
Getting Started
Navigate to Documents in the sidebar under the Enable section. Use the filter pills at the top to switch between Templates, Submissions, and Documents.
Key Concepts
- Template: A reusable form with defined fields (text, dropdowns, checkboxes, dates, RACI matrices, checklists). Templates can be system-provided (by Velnoro) or custom (created by your team).
- Submission: A filled-out instance of a template. Submissions progress through three statuses: Draft, Submitted, and Archived.
- Document: A file uploaded to your team's resource library (PDF, DOCX, XLSX, PNG, JPEG, up to 10MB).
- Category: Templates and documents are organized by category: Charter and Strategy, Scope and Boundaries, Policies and Governance, Checklists, Training and Enablement, Communications, and Custom.
Templates
Browse available templates organized by category.
Using a Template
- Browse the template gallery or filter by category
- Click Use Template on the template you want
- Fill in the form fields (text, dropdowns, dates, etc.)
- Save as Draft to continue later, or Submit to finalize
System templates cover common citizen development program needs:
- Program charters and strategy documents
- Scope and boundary definitions
- Governance policies
- Launch and readiness checklists
- Training and enablement materials
- Communication plans
Template Field Types
Templates support a range of field types including:
- Text and textarea for freeform input
- Select and multi-select dropdowns
- Checkboxes and dates
- RACI matrices (Responsible, Accountable, Consulted, Informed)
- Checklists with progress tracking
Submissions
View and manage all template submissions.
| Column | Description |
|---|---|
| Title | Name of the submission (links to detail page) |
| Template | Which template was used |
| Category | Category badge (Charter, Governance, etc.) |
| Status | Draft, Submitted, or Archived |
| Updated | When the submission was last modified |
Click a submission title to open its detail page, where you can review all filled-in fields, edit the submission, or change its status.
Managing Submissions
- Edit: Open a submission and modify any field
- Archive: Move a completed submission to archived status
- Delete: Remove a submission permanently (confirmation required)
Documents
Upload and organize reference documents for your team.
Uploading a Document
- Click the upload area or drag and drop a file
- The title auto-fills from the filename (you can edit it)
- Select a category
- Click Upload
Supported file types: PDF, DOCX, XLSX, PNG, JPEG (maximum 10MB per file).
Managing Documents
Documents appear in a table with title, description, category, file name, file size, and upload date. Use the delete action to remove a document (confirmation required).
Common Tasks
Finding a Template
- Go to the Templates filter
- Use the category filter buttons at the top (All, Charter and Strategy, Policies and Governance, etc.)
- Click Use Template on the one you want
Reviewing a Submission
- Go to the Submissions filter
- Click the submission title to open the detail page
- Review all fields and their values
- Change status or edit if needed
Troubleshooting
| Symptom | Cause | Fix |
|---|---|---|
| No templates visible | Templates haven't been loaded | Refresh the page. System templates should be available by default. |
| File upload fails | File exceeds 10MB or unsupported type | Check file size and format. Supported: PDF, DOCX, XLSX, PNG, JPEG. |
| Can't delete a submission | Confirmation dialog not completed | Click Delete and confirm in the dialog that appears |
Security and Privacy
All Documents data is protected by the same security controls as the rest of Velnoro:
- Encryption at rest: All Documents data is protected by AES-256 disk encryption at rest, the same infrastructure-level encryption that covers the entire database.
- Tenant isolation: Row-level security (RLS) on all tables and the storage bucket. Your team's data is never visible to other accounts.
- Private file storage: Uploaded documents are stored in a private Supabase Storage bucket with encryption at rest. Download links are signed URLs that expire after 5 minutes.
- File validation: Only PDF, DOCX, XLSX, PNG, and JPEG files are accepted, with a 10 MB size limit.
- Cascade deletion: When your account is deleted, all submissions, templates, and uploaded documents are permanently removed.
Important: Do not enter regulated data (health records, payment card numbers, government identification numbers) into template fields or upload documents containing such data unless you have independently determined this complies with applicable laws. Velnoro is not a backup service; maintain your own copies of important documents.
FAQ
Q: Can I create my own templates? Custom template creation is available via the admin interface. System templates are provided by Velnoro and available to all teams.
Q: Are documents shared with all team members? Yes. All uploaded documents are visible to every member of your team.
Q: Can I export a submission to PDF? PDF export is available on Business tier from the submission detail page.
Q: What happens if I delete a document? The document and its file are permanently removed. This cannot be undone.