File Library Template

Keep the documents your team depends on in one searchable place. This template gives every team a library for SOPs, manuals, training materials, policies, contracts, and certificates, with each file categorized, versioned, and assigned an owner.

Use Template
Riverside Ops
File Library
Assets
Locations
Procedures
Files142 files · 11 categories MRJLTKFilesAdd file
AskSearchFilterSortGroups (1)
Name of File
File Type
Version
Owner
Access Level
SOPs(24)
Walk-in cooler cleaning SOP
Document
v3
ASAna Silva
Internal
Opening procedure — kitchen
PDF
v5
MRMaria Reyes
Internal
Manuals / Guides(31)
Boiler O&M manual
PDF
v1
TKTomas Kane
Public
Forklift operator guide
Video
v2
JLJordan Lee
Internal
Contracts and Agreements(12)
Elevator service agreement
PDF
v2
DCDana Cole
Confidential

How the File Library Workflow Works

Add the file

Upload the File, give it a Name of File and Description, and set the File Type: Document, PDF, Video, Excel / CSV, Image, or Drawing / CAD.

Add file
Name of FileRooftop unit wiring diagram
DescriptionAs-built wiring for RTU 1–4
File TypeDrawing / CAD

Categorize it

Choose a Category such as SOPs, Manuals / Guides, Safety and Compliance, Training Materials, or Certificates and Licenses, and set an Access Level of Public, Internal, Restricted, or Confidential.

Rooftop unit wiring diagram
CategoryTechnical Drawings
Access LevelPublicInternalRestrictedConfidential

Keep it current

Record the Version, the document Owner, and a Review Date for the next review or expiry.

Walk-in cooler cleaning SOPv3
Versionv3 · replaced v2 on Feb 02
OwnerASAna Silva
Review DateAug 01, 2026
File Added DateFeb 02, 2026

Benefits of This File Library Workflow

  • Find the right document fast

    Files are grouped by category, so a technician looking for a manual doesn't scroll past contracts.

  • Know which version is current

    The Version and Owner fields show which copy is the latest and who to ask about it.

  • Clear handling for sensitive files

    The Access Level field marks which documents are internal, restricted, or confidential.

What’s Included in This Workflow

File records

Name of File, File, File Type, Category, Description, Version, Review Date, Access Level, Owner, and File Added Date.

  • File Type
  • Category
  • Version
  • Review Date
  • Access Level
  • Owner

Eleven categories

Employee Onboarding, Manuals / Guides, SOPs, Safety and Compliance, Maintenance Records, Training Materials, Contracts and Agreements, Policies, Certificates and Licenses, Technical Drawings, and Forms and Templates.

  • SOPs
  • Manuals / Guides
  • Policies
  • Training Materials

Library views

A Files list grouped by category, a read-only public view of each file, and an External Form for submissions.

  • Files list
  • Public view
  • External Form

Customize the Workflow for Your Team

Add categories for your own document types and rename access levels to match your policies. Link files to assets, locations, or procedures so a manual sits next to the equipment it covers. Coast AI can add review reminders, a view of documents due for review, or answer questions from the files you store.

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FAQs About File Library

What happens when I add this workflow to Coast?

Coast creates a File Library workspace with file fields, six file types, eleven categories, four access levels, a Files list grouped by category, and an External Form.

How can Coast AI help with this workflow?

Coast AI can reorganize categories, add fields, and answer questions from your library, such as which SOPs have a review date this month.

Can people outside my team see these files?

Each file has a read-only public view you can share by link. Use Access Level to mark which documents should stay internal.

Can I move my existing shared drive into Coast?

Yes. Upload files in bulk and import a spreadsheet of names and categories to organize them.

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