How to use DocPro
DocPro is version control for documents — think “track changes, approvals, and an audit trail” for the PDFs and Word files your team relies on. This guide walks you through everything with examples of what each screen looks like and where to click.
Getting Started
Here's the whole app in one picture, plus a five-minute path from signing in to a document your team can use.
How DocPro is organized
Everything nests in three layers. Once this clicks, the rest of the app makes sense.
A shared space for a team or project. Holds your people and documents.
One file that lives in a workspace — e.g. “Safety Policy.”
Each revision of that document. DocPro keeps the full history.
Your first 5 minutes
- 1
Sign in
You'll receive an invitation or waitlist email. Follow the link, create your account, and you'll land on your Workspaces page.
- 2
Create or open a workspace
Click New Workspace (or open one you were invited to). Give it a name like your team or project.
- 3
Upload a document
Inside the workspace, click Upload Document and drag in a PDF or Word file. That becomes your first document.
- 4
Upload a new version when it changes
Open the document and click Upload New Version. DocPro keeps every version so nothing is ever lost.
- 5
Invite your team
Open Settings → Members → Add Member and invite people by email with the right role.
Workspaces
A workspace is a container for a set of documents and the people who work on them. You might have one per team, client, or project. You can belong to several.
The Workspaces page
This is your home screen after signing in (the DocPro logo top-left always brings you back here). Each card is a workspace you own or were invited to.
Your Workspaces
Organize and manage your documents
business
Created Jun 2
2enterprise
Created May 18
- 1
New Workspace — Create a fresh workspace. You pick a name and a type (Personal, Business, or Enterprise) — the type is just a label.
- 2
A workspace card — Click it to go inside. The colored badge shows your role there — what you're allowed to do (see Members & Roles).
Inside a workspace
Opening a workspace shows its documents. From here you upload files, filter by category, and reach the workspace’s settings.
Quality Team
v3 · 240 KB · updated 2d ago
4v1 · 88 KB · updated 5d ago
- 1
Settings — Manage members, invitations, compliance options, and (owners only) delete the workspace.
- 2
Upload Document — Add a brand-new document. Drag in a PDF, Word, Excel, PowerPoint, or text file (up to 50 MB).
- 3
Category filters — Documents are tagged SOP, Policy, Form, Record, Work Instruction, Template, or Other. Click a chip to filter.
- 4
A document card — Shows the file type, category, and status. Click to open its version history. The ⋮ menu lets admins delete it.
Documents & Versions
This is the heart of DocPro. A document is a stack of versions. There's always one official Published version, older ones are kept as history, and new uploads start life as Drafts.
The version lifecycle
Every file you upload moves through three states:
A newly uploaded version. Visible to the team but not the official copy yet.
The current official version. There’s only ever one at a time.
A previously published version, kept as history. Nothing is deleted.
When you publish a draft it becomes the official version, and whatever was published before is automatically archived. You can always re-publish an older version to roll back.
The document page
Safety Policy
3 versions · Policy
safety-policy.pdf
Version 3 · 240 KB
- 1
Upload New Version — Add the latest revision. It uploads as a Draft with an optional note describing what changed.
- 2
Published Version — The official current copy. Anyone in the workspace can Preview it in-browser or Download it.
- 3
Version History — Every version ever uploaded, newest first, with the note and who uploaded it.
- 4
Row actions — Preview, Compare (see below), and Download any version. Admins can also re-publish an old version or delete a draft.
Comparing two versions
Click the Compare icon on any version to see exactly what changed. DocPro reads the text inside Word, PDF, and plain-text files and highlights every addition and deletion — no more eyeballing two files side by side.
All staff must complete safety training
within 30 days of hire.
within 14 days of hire and annually thereafter.
Report incidents to your supervisor immediately.
+ additions in green · − removals in red. Switch to Side by Side to see both files next to each other.
Reviews & Approvals
When you need sign-off before a document goes live, DocPro can route each new version through an approval workflow. This is optional and turns on with Compliance Mode (see the next section).
How approval works
An admin defines a workflow — an ordered list of steps, each assigned to a role. When someone submits a draft, it moves step by step; the document only publishes once every step is approved.
- 1
Steps run in order — Step 1 is approved, step 2 is waiting for a reviewer now, step 3 comes after.
- 2
Each step names a role — Only someone with that role (e.g. Owner) can approve that step.
Reviewing & e-signatures
A reviewer opens the draft and clicks Review, then Approve or Reject (with a comment). If the step requires an electronic signature, they re-enter their password to confirm their identity — DocPro records the signature meaning, timestamp, and IP address for the audit trail.
These badges appear on drafts so everyone can see where a version stands.
Members & Roles
Invite people to a workspace and give each one a role that controls what they can do. You manage this under Settings → Members.
Inviting someone
Open the workspace, click Settings, then the Members tab, then Add Member. Enter their email, pick a role, and send. They get an email link to join.
Add Member
Invite a new member to collaborate on this workspace.
Email Address
Role
- 1
Their email — They'll get a link to accept and join. (Advanced: you can also add someone directly by User ID.)
- 2
Their role — Pick from Viewer, Editor, Admin, or Owner — see exactly what each can do below.
What each role can do
| Can they… | Viewer | Editor | Admin | Owner |
|---|---|---|---|---|
| View, preview & download documents | ||||
| Upload documents & new draft versions | — | |||
| Edit titles, publish versions, review approvals | — | — | ||
| Invite members & change roles | — | — | ||
| Configure compliance settings & reports | — | — | ||
| Delete the workspace | — | — | — |
The Members tab lists everyone with their role and join date. From the ⋮ menu, admins can Change Role or Remove Member. Pending invites live under the Invitations tab, where you can cancel one that hasn’t been accepted.
Compliance & Audit
If your team needs a paper trail — for ISO, quality management, or regulated work — flip on Compliance Mode. It's a single switch that unlocks a whole layer of controls. Everyday users can ignore this entirely.
Turning it on
Go to Settings → General and toggle Compliance Mode. Only admins and owners see this switch.
Compliance Mode
Enable audit logging, required publish reasons, and compliance reports.
What it unlocks
Approval workflows
Route drafts through multi-step sign-off before they publish.
Required change reasons
Every publish must record why the document changed.
Full audit trail
Every view, download, edit, and approval is logged with who and when.
Acknowledgments
Require members to attest they've read a document, and track who has.
Retention & legal hold
Set how long documents must be kept; legal hold blocks archival.
Review schedules
Put documents on a recurring re-review cycle so nothing goes stale.
Compliance reports
Under Settings → Reports, download any of these as a CSV for auditors or your records:
Document Register
Master list of all documents with status, version, and dates.
Audit Trail
Full event history: timestamp, event, actor, IP, and details.
Access Control Matrix
Who has access, their role, and when they joined.
Approval Record
Every approval request with actions, signatures, and comments.
Acknowledgment Status
Who has and hasn't acknowledged each document.
FAQ
Quick answers to the things testers ask most.
What file types can I upload?
PDF, Word, Excel, PowerPoint, and plain-text files, up to 50 MB each. PDF, Word, and text files can be previewed and compared right in the browser.
Does uploading a new version overwrite the old one?
Never. Every version is kept. A new upload becomes a Draft; publishing it archives the previous published version, which you can always restore.
What's the difference between a Draft and Published version?
Published is the single official copy everyone should use. A Draft is a proposed revision that isn't official until an admin publishes it (or it clears an approval workflow).
Do I need to turn on Compliance Mode?
Only if you want audit logs, approvals, retention, acknowledgments, and reports. For simple document storage and versioning, leave it off.
Someone can't upload or publish — why?
It's almost always their role. Viewers can only read; Editors can upload drafts; publishing and member management need Admin or Owner. Check Settings → Members.
How do I invite a teammate?
Open the workspace → Settings → Members → Add Member, enter their email, choose a role, and send. They'll get a link to join.
Ready to try it?