Either way works. Pick whichever is in front of you:

• Drag and drop on the Upload page. Open Upload, drop the file, that’s it. You can tick “from a different organisation” if the doc belongs to another co-op you’re a member of.
• Email it as an attachment. Send to docs@docs.syntrociety.com from your registered address. The attachment becomes the document; the email body becomes a note attached to it.

Replacing an older version? On the Upload page tick “this replaces an existing document” and pick the one you’re replacing. The old version stays on file (for the audit trail); the new one becomes the current version.

1. Checks the file is the kind we accept (Word, PDF, plain text, ODT).
2. Pulls out the text into a clean version.
3. Reads the text and figures out what it is — what it’s about, what language it’s in, who wrote it, which pillar it touches (ecology, social, economy, or several).
4. If the document touches more than one pillar, opens a small “split or tag?” question for an admin: should this become two documents (one per pillar) or one document with multiple tags?
5. If the document is in another language, translates it to English so the rest of the app (search, the agent) can read it. The original stays accessible.
6. Saves the cleaned-up version in your cooperative’s shared archive.
7. Emails you to say “received, here’s where it lives”.

The Index is the master list. Every document the cooperative has, in one place. Type in the search box and it looks across filenames, summaries, tags, and authors at the same time.

The filters in the sidebar narrow things down by:

• Type — minutes, statutes, position paper, etc.
• Language — useful if you want to see only the Portuguese originals.
• Pillar — ecology, social, economy, or cross-cutting.
• Sensitivity — see below.
• Leading documents only — show only the documents that steer strategy.
• Include archived — show old versions, off by default.

Click any row to expand its details — change tags, link it to a meeting, mark it as confidential, kick off a proposal about it.

When you mark an upload as a replacement, the older version doesn’t disappear — it just stops being the current one. The new one inherits the version label and bumps it up (v1 becomes v2, v2.3 becomes v2.4). The Index hides archived versions by default; tick “include archived” to see the full lineage. This way you can always trace back what an earlier version of a policy looked like, who replaced it, and when.

Some documents matter more than others. Statutes. Regulations. The brand story. Anything that other documents need to be consistent with. Mark these as leading and pick a rank (1 = most important, 5 = lighter steering). When the AI drafts a new document or answers a question for the cooperative, it reads these first — so the output stays in line with the cooperative’s actual position, not just whatever happens to be in the archive.

Three levels:

• Public — every member of the cooperative can read it. Default for new documents.
• Internal — members can read it, but the document is marked as “not for outside” with a small badge. Useful for drafts in progress.
• Confidential — only editors and org-admins. Things like personnel matters or pre-publication financial plans.

Other cooperatives never see your documents, regardless of level. Sensitivity is the *internal* dial within your own cooperative.

Open any document in the Index, click Export, pick PDF or DOCX. If your cooperative has uploaded a template for that document type (see Admin → Templates), the export uses your house style — letterhead, fonts, footer. Otherwise you get a clean but generic render.