> ## Documentation Index
> Fetch the complete documentation index at: https://guide.bajeti-ufahamu.org/llms.txt
> Use this file to discover all available pages before exploring further.

# Webapp: Document Management

> Uploading, reviewing, and downloading flow documents.

## The Documents tab

Every flow has its own **Documents** tab, where all files related to that flow (budget documents, memos, infopacks, and feedback PDFs) are uploaded, reviewed, and stored.

<Frame caption="The Documents tab on a flow">
  <img src="https://mintcdn.com/bajeti-ufahamu/lKb_jxRH0kWfficP/images/webapp-documents/documents-tab.png?fit=max&auto=format&n=lKb_jxRH0kWfficP&q=85&s=041ab21a2c58be4612e00b5a563c28a7" alt="Documents tab on a flow" width="1662" height="1232" data-path="images/webapp-documents/documents-tab.png" />
</Frame>

### Upload a document

Role access: Facilitator and above

<Steps>
  <Step title="Click Upload">
    From the Documents tab, click **Upload**. A form will appear.

    <Frame>
      <img src="https://mintcdn.com/bajeti-ufahamu/lKb_jxRH0kWfficP/images/webapp-documents/upload-click.png?fit=max&auto=format&n=lKb_jxRH0kWfficP&q=85&s=65fcab408219333aaaa87daf7c953b15" alt="Upload button on the Documents tab" width="1662" height="1232" data-path="images/webapp-documents/upload-click.png" />
    </Frame>
  </Step>

  <Step title="Fill in the form">
    Choose a **Document Type** : Budget Document, Memo, Infopack, Feedback PDF, or Other. This changes which extra fields appear below, and pre-selects a matching flow stage.

    Fill in the rest of the required info:

    * **Stage**: which stage of the flow this document belongs to
    * **Title** (required) and **Description** (optional)
    * **Status**:  only shown to Coordinator and SuperAdmin; everyone else's uploads start as "Under Review" automatically
    * **Make document public**:  toggle to control visibility
    * Type-specific fields, for example:
      * *Budget Document*:  Budget Category, Deadline (required)
      * *Memo*: Recipient Department, whether it's stamped, stamp date
      * *Infopack*:  Main vs Sub infopack, optional simplified sections
      * *Feedback PDF*:  whether it's aggregated, inclusivity tag

    <Frame caption="The upload form, showing fields for a Budget Document">
      <img src="https://mintcdn.com/bajeti-ufahamu/lKb_jxRH0kWfficP/images/webapp-documents/upload-form.png?fit=max&auto=format&n=lKb_jxRH0kWfficP&q=85&s=c5161c866ee8e8afe43930fa270600f0" alt="Upload document form" width="1080" height="1318" data-path="images/webapp-documents/upload-form.png" />
    </Frame>
  </Step>

  <Step title="Upload the document">
    Attach the file (PDF only), then click **Upload Document** to submit.
  </Step>
</Steps>

<Note>
  Feedback PDFs can also be filed directly through WhatsApp ( see [Submitting
  feedback via PDF](/knowledge-base/whatsapp-bot#submitting-feedback-pdf-upload)
  ).
</Note>

### Approve a document

Role access: Coordinator and SuperAdmin

<Steps>
  <Step title="Open the document">
    Click a document in the Documents tab to open its details.

    <Frame>
      <img src="https://mintcdn.com/bajeti-ufahamu/lKb_jxRH0kWfficP/images/webapp-documents/approve-open.png?fit=max&auto=format&n=lKb_jxRH0kWfficP&q=85&s=dad3c03960bd925f74eeb2c94f87f493" alt="Opening a document's details" width="1690" height="1244" data-path="images/webapp-documents/approve-open.png" />
    </Frame>
  </Step>

  <Step title="Review the details">
    Check the document's metadata, and use **View** to preview the file inline if needed.
  </Step>

  <Step title="Approve or reject">
    Click **Approve** or **Reject**. Facilitators and Champions can view and download documents but won't see these buttons.

    <Frame>
      <img src="https://mintcdn.com/bajeti-ufahamu/lKb_jxRH0kWfficP/images/webapp-documents/approve-buttons.png?fit=max&auto=format&n=lKb_jxRH0kWfficP&q=85&s=6418fc3ebb95a1c0510b6632a926bfc4" alt="Approve and Reject buttons on a document" width="1694" height="1228" data-path="images/webapp-documents/approve-buttons.png" />
    </Frame>
  </Step>
</Steps>

### Download a document

Role access: all roles with access to the document

<Steps>
  <Step title="Find the document">
    Open the document from the Documents tab, or find it via the **⋮** menu on its row.
  </Step>

  <Step title="Click Download">
    <Frame>
      <img src="https://mintcdn.com/bajeti-ufahamu/lKb_jxRH0kWfficP/images/webapp-documents/download-click.png?fit=max&auto=format&n=lKb_jxRH0kWfficP&q=85&s=08198b9c2afbb0f1729a5c063a76210c" alt="Download button on a document" width="1692" height="1232" data-path="images/webapp-documents/download-click.png" />
    </Frame>

    The file downloads as a PDF.
  </Step>
</Steps>

## The Documents page

Role access: all roles

Separately from any single flow, the **Documents** page (in the main navigation) lists every document across every flow you have access to.

<Frame caption="The Documents page">
  <img src="https://mintcdn.com/bajeti-ufahamu/lKb_jxRH0kWfficP/images/webapp-documents/documents-page.png?fit=max&auto=format&n=lKb_jxRH0kWfficP&q=85&s=0c45d7bec6ccc25bd41d5facfcb50e57" alt="Documents page" width="1108" height="915" data-path="images/webapp-documents/documents-page.png" />
</Frame>

* **Active** and **Archived & Rejected** tabs
* Search by title or description
* Filter by document type (Budget, Memo, Infopack) and, on the Active tab, by status (Draft, Under Review, Approved, Rejected)
* Each row shows the document's flow, location, uploader, and upload date
* [View, download](#download-a-document), or [approve/reject](#approve-a-document) documents if you have appropriate permissions
  <Note>
    Documents can only be uploaded from a flow's [Documents
    tab](#the-documents-tab), the documents page is a documents library to help
    retrieve documents across Bajeti Ufahamu
  </Note>