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

# Document Register

> A live, searchable register of all supplier documents across your product portfolio.

# Document Register

The [Document Register](https://app.chemcloud.com.au/buyer/documents/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                |

The [AI Document Manager](/for-buyers/products/ai-document-agent) can proactively notify you when documents are expiring, so you can request updated versions from suppliers before they lapse.

***

## How Documents Get Into the Register

Documents are added to the register in three ways:

1. **AI Document Manager** — forward supplier emails to your ChemCloud AI email address and the agent files them automatically
2. **Direct upload** — upload documents against a product, approved material, or delivery in ChemCloud
3. **Supplier upload** — suppliers on the ChemCloud network can upload documents directly against their products

All documents are stored against the relevant product, supplier, and approved material — so they're always in context, not just in a folder somewhere.

***

## Required Documents

At the product level, you can set which document types are required for each approved material (see [How to set required documents](/for-buyers/products/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