Document Register
The Document Register is a single view of every document stored in ChemCloud — specifications, SDS, COAs, certificates, and anything else filed against your products and suppliers. Instead of hunting through email, shared drives, or filing cabinets, you can search, filter, and review documents in one place.What It Shows
The Document Register lists all documents across your product portfolio, with key information at a glance:| Column | Description |
|---|---|
| Document Type | Specification, SDS, COA, Certificate, or custom type |
| Product | The raw material the document relates to |
| Supplier | The supplier who provided the document |
| Supplier Product | The specific supplier product |
| Status | Current, expiring soon, or expired |
| Expiry Date | When the document expires (if applicable) |
| Uploaded | When the document was added to ChemCloud |
| Uploaded By | Who uploaded it — a team member or the AI Document Manager |
Finding Documents
Use the filters and search to narrow down what you’re looking for:- Filter by document type — show only SDS, only specifications, or only COAs
- Filter by product — see all documents for a specific raw material
- Filter by supplier — see everything from a particular supplier
- Filter by status — find expired or expiring documents that need attention
- Search — search by product name, supplier name, or document details
Document Status
Documents are automatically tracked against their expiry dates:| Status | Meaning |
|---|---|
| Current | Document is valid and within its expiry date |
| Expiring Soon | Document is approaching its expiry date |
| Expired | Document has passed its expiry date and needs replacing |
| No Expiry | Document doesn’t have an expiry date set |
How Documents Get Into the Register
Documents are added to the register in three ways:- AI Document Manager — forward supplier emails to your ChemCloud AI email address and the agent files them automatically
- Direct upload — upload documents against a product, approved material, or delivery in ChemCloud
- Supplier upload — suppliers on the ChemCloud network can upload documents directly against their products
Required Documents
At the product level, you can set which document types are required for each approved material (see How to set required documents). The Document Register then tracks compliance — showing you which approved materials have complete documentation and which are missing required documents. This is particularly useful for:- Audit preparation — quickly demonstrate that all required documents are current and on file
- Supplier onboarding — see at a glance what’s still needed from a new supplier
- Ongoing compliance — catch gaps before they become problems