Document Types

Set Up and Use Document Types

Overview

The Document Types feature allows you to better categorise and organise documents within Gearbox. By setting up Document Types, you can:

• Assign one or more types to each document
• Choose which types appear in the sidebar for quick access
• Prevent clutter by hiding certain types from the sidebar (e.g. internal-only or system-assigned types)

This setup gives you more control over document visibility and makes it easier to filter and manage files across modules like Repairs, Inspections, and Reviews.

The Documents module must be enabled in your Gearbox subscription to use Document Types.

How to Set Up a New Document Type

1. Click your user icon in the top-right corner and select Settings from the dropdown (1). 
   
   
   
    
2. In the left-hand menu, scroll down and click on Document Types (2).
   
   
   
    
3. Click Add New Type at the top of the page (3).
   
   
   
    
4. Type the name of the new Document Type (e.g. Audits, SOPs) and press Save and continue/close.
   
   
    
   • (Optional) Tick the Display in sidebar checkbox to show this document type in the sidebar, making it easier to filter and access documents assigned to it.
   • (Optional) Tick the Archived checkbox to archive this document type. This will hide it from the sidebar and prevent it from being assigned to new documents. Note: Archiving does not remove existing links between documents and this type.
      

How to Assign Document Types to Documents

Once Document Types have been set up, you can assign them to uploaded documents:

1. Navigate to the All Documents page (or any module with document upload functionality).
2. Click on the document row or Edit button to open the document details.
3. In the Document Type dropdown:
   • Begin typing to search for a document type 

   • Click to select one or more types from the list

     

4. (Optional) Add tags, update the description, and/or mark the document as Processed
5. Click Update Document to save your changes
    

Viewing or Filtering by Document Types

Sidebar Filters

Document types that have Display in sidebar enabled will appear in the left-hand panel.

Clicking one will instantly filter the document list to show only documents tagged with that type.

This makes it easy to access high-priority or frequently used document types like:

• SOPs 
• Audits
• Training Materials

If you don’t see a type in the sidebar, it may be archived or not set to display.

Filtering by Document Types in the All Documents View

You can also view and filter documents by type in the All Documents screen. This is useful for quickly locating documents without navigating through multiple modules.

1. From the left-hand sidebar, click on Dashboard. This will take you to the All Documents view

2. Use the Document Type dropdown at the top to filter documents by one or more types. For example, selecting SOPs will show all documents tagged as SOPs

   • (Optional) Use the Date Range filter to narrow results further Results will update in the table below