> ## Documentation Index
> Fetch the complete documentation index at: https://help.casaconect.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Documents in a Shared Space

> Build the transaction's document checklist, decide who provides and who may see each document, and run reviews and approvals.

The **Documents** tab is the transaction's checklist. Each line is a **document type**: a named slot for a document the deal requires, such as *Nota simple*, *Energy certificate* or *Buyer's NIE*. A slot exists before the document does, so everyone can see what is outstanding and who is expected to provide it.

## How it is organized

```
Section            e.g. "Seller's documents"    can be limited to one team
└─ Category        e.g. "Property"
   └─ Document type   e.g. "Nota simple"        owner · access · reviewers · status
      └─ The uploaded document
```

| Level             | Purpose                                                                                                              |
| :---------------- | :------------------------------------------------------------------------------------------------------------------- |
| **Section**       | The broadest grouping. *Optionally restrict this section to a specific team*, so that only that team sees it at all. |
| **Category**      | Groups related document types within a section                                                                       |
| **Document type** | One required document, with its owner, access, reviewers and status                                                  |

## Add a document type

Choose **Add** in a category. **Search document types** to pick from the catalogue of common ones, or create your own with a name, such as *ID Document* or *Contract*, and a description.

When you create one you can *assign ownership to a team or member*. **Owners can manage permissions**, and the owner is the party expected to upload the document. Choose **Grant to all teams** to make the document visible to everyone in the space.

## Who can see and do what

Each document type has its own access list. Access is granted to a **team** or to an **individual member**, at one of two levels:

| Level      | Can                                                                                                                                                                   |
| :--------- | :-------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Viewer** | See and open the uploaded document                                                                                                                                    |
| **Editor** | Everything a viewer can, plus upload and replace the document, and share it with the required parties                                                                 |
| **Owner**  | Everything an editor can, plus manage the access list. *Owner access cannot be revoked. It can be transferred if this document was meant for another user to upload.* |

Someone with no access to a document type does not see it on their checklist.

<Warning>
  Lowering your **own team** to viewer stops your colleagues from uploading or sharing that document. They will only be able to view it. Casa Conect warns you before you do this.
</Warning>

To change many at once, select several document types and use **Edit access** or **Edit reviewers**.

## Upload

Drop a file onto a document type, or choose **Upload**. One file for each document type, up to **50 MB**, in any of the [accepted types](/documents/vault#accepted-file-types). You can also drag a file straight from your **Vault** or your **Inbox**.

Every upload is scanned for malware and indexed, so that it can be found and can feed the [Summary](/shared-spaces/summary).

## Status

| Status       | Meaning                                                                        |
| :----------- | :----------------------------------------------------------------------------- |
| **Upload**   | Nothing provided yet                                                           |
| **Uploaded** | Provided. No review is required.                                               |
| **Pending**  | Provided, and waiting for its reviewers                                        |
| **Approved** | Approved. The list shows **Approved by**.                                      |
| **Rejected** | A reviewer rejected it, with a reason. The owner uploads a corrected document. |

## Reviews and approvals

*Add reviewers to require approval for this document type.* A reviewer opens the document and chooses **Approve** or **Reject Document**, optionally giving a reason. Review comments are translated like other text in the space.

* You **cannot review your own document**.
* A reviewer needs at least **viewer** access to the document type. You need viewing permission on a document to see its reviews.

## Deleting

Deleting a document type, category or section permanently deletes the documents in it, along with their search index. This cannot be undone.

## With the agent

With Casa Conect OS, ask the agent to **file a document into a Shared Space**. It lists the open slots, proposes where the document belongs, and shows an approval card before anything is placed, because filing makes the document visible to people outside your organization.