akeye
SPORTChapter 4

Documents

Upload files to the right organization, team or athlete context and maintain their metadata securely.

Screenshots show the current English application interface. Button and field names are kept in English where they appear in the image.

What you will learn

  • How document encryption and organization access work
  • How to upload a supported file and choose its relation
  • How expiration reminders and team/athlete views work
  • How to download, edit or delete a document

Before you start

  • Prepare a supported file no larger than 20 MiB.
  • Choose the organization, team or athlete context that should own the document.
  • Confirm the organization has space within its 1 GiB document quota.

Key concepts

Relation
The organization, team or athlete context that makes the document discoverable and controls its scope.
Expiration reminder
A reminder scheduled a selected number of days before an expiration date. The default is 15 days and the allowed range is 0–365.
Encrypted storage
Every document is encrypted with AES-256-GCM before it reaches storage, so sensitive information never rests unprotected.
1

Open and find documents

Use the correct scope and filters before uploading or changing a file.

Available to: Organization Admin and permitted Staff or Management
  1. 1Select Documents in the organization navigation to see organization-wide documents.
  2. 2Use Search and the status, category, sort and direction controls to narrow the list.
  3. 3For one team, open Teams, choose the team and select Documents.
  4. 4Use Macro and Micro links to include team and athlete-linked files, or Direct Macro links for files linked directly to the team.
  5. 5For one athlete, open the athlete and select Documents to see its direct documents.
The organization Documents page combines renewal status, storage usage, search, category and sorting controls.
Organization Documents list with expiration summaries, storage usage, filters and document rows

The organization Documents page combines renewal status, storage usage, search, category and sorting controls.

A Macro Unit view can include both direct Macro Unit links and documents linked to its athletes.
U10 Macro documents page with Macro and Micro links filtering

A Macro Unit view can include both direct Macro Unit links and documents linked to its athletes.

The athlete Documents tab is the practical way to filter to one athlete.
Documents tab on an athlete record

The athlete Documents tab is the practical way to filter to one athlete.

2

Upload a document

Store a file with useful metadata and at least one relation.

Available to: Organization Admin and permitted Staff or Management
  1. 1On Documents, select Upload document.
  2. 2Choose or drop a PDF, DOC, DOCX, XLS, XLSX, JPG, JPEG, PNG, TXT or CSV file up to 20 MiB.
  3. 3Enter a clear Name and select a Category.
  4. 4If the file expires, set Expiration date and choose Reminder days before. The reminder field becomes available after an expiration date is set.
  5. 5Choose a Macro unit (team) when the file belongs to a team. Then choose a Micro unit (athlete) when it belongs to that athlete.
  6. 6Add a useful Description and select Upload.
The upload form places metadata and the Macro Unit or athlete relation beside the file selection.
Upload document form with file, name, category, expiration, reminder and relation fields

The upload form places metadata and the Macro Unit or athlete relation beside the file selection.

Choose a Macro Unit first to make its athletes available in the Micro Unit selector. Leave both as No link for an organization-wide document.
Upload document form with U10 Macro Unit and Player U10 01 Micro Unit selected

Choose a Macro Unit first to make its athletes available in the Micro Unit selector. Leave both as No link for an organization-wide document.

3

Download or edit document details

Keep the file name, category, expiration and reminder accurate.

Available to: Organization Admin and permitted Staff or Management
  1. 1Open a document from the list.
  2. 2Review its category, expiration, reminder, size, upload date, uploader and description.
  3. 3Select Download to retrieve the original file if your access permits it.
  4. 4Select Edit to change Name, Category, Expiration date, Reminder days before or Description.
  5. 5Select Save to apply metadata changes.
Details show the renewal schedule, file metadata and the actions currently available to the Admin.
Coach License document details with expiration, reminder, Download and Edit actions

Details show the renewal schedule, file metadata and the actions currently available to the Admin.

Expiration and reminder timing are editable metadata; changing them does not replace the encrypted file.
Edit document form with category, expiration date and reminder-days controls

Expiration and reminder timing are editable metadata; changing them does not replace the encrypted file.

4

Delete a document

Remove a document only when the stored file and its metadata should be permanently removed.

Available to: Organization Admin
  1. 1Open the document and verify that it is the correct file.
  2. 2Select Delete.
  3. 3Read the confirmation carefully and confirm only when permanent removal is intended.

Permissions and important rules

Common problems

Common problemsWhat happens next
The file is rejected before upload.Check the format and make sure the file is no larger than 20 MiB.
The organization quota is full.An Admin can review storage usage and remove obsolete files. The upload is rejected once the 1 GiB quota would be exceeded.
The athlete selector is disabled.Choose a Macro unit first. The Micro unit list is then limited to athletes in that team.
Reminder days cannot be entered.Set an Expiration date first, then choose a value from 0 to 365 days.
A document is missing from a team list.Switch between Macro and Micro links and Direct Macro links, or open the athlete’s Documents tab.
Delete is unavailable.Permanent deletion is Admin-only. Confirm your organization membership and role.