This article covers document categories, how external document storage works, and how permissions control what you can see and do with documents. For uploading and downloading documents, see Upload and download documents.
Document categories and sub-categories
Documents are organised into categories and sub-categories. Your access to specific categories depends on your role permissions. Categories are filtered by the person's context (Child or Adult).
📌Note: If you cannot see a document you expect, your role may not have permission for that category. Contact your system administrator.
View forms and letters
In addition to uploaded files, the documents area shows forms and letters completed as part of workflow steps. These are displayed separately from uploaded attachments.
View related documents
From a person or group record, you can see documents belonging to related people or related groups. This cross-navigation helps you see the full picture.
⚠️Important: You need the View Related Documents permission.
Organisation documents
Documents can also be attached to organisation records, accessed separately from person and group documents.
External document management (EDRMS)
If your organisation uses an external document management system, documents may be stored outside Mosaic:
Mosaic stores a reference to the external document, not the file itself.
Documents are retrieved from the external system when you view or download them.
Available integrations:
Integration | Description |
MIS | Message Integration System — communicates via messaging. |
Conexes | Direct integration with the Conexes document management system. |
📌Note: The storage method is configured by your organisation. You do not need to choose where documents are stored.
Document permissions
Your ability to view, upload, update, or delete documents depends on:
Your role permissions for the specific category and sub-category.
Your permissions for the person, group, or step the document is attached to.
Whether the person record is restricted.
Step-level permissions that control browse, read, edit, add, and delete access per document.
📌Note: If a person's record is restricted and you do not have the appropriate permission, you will not be able to access their documents.