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Documentation Index

Fetch the complete documentation index at: https://grantmaster.dev/llms.txt

Use this file to discover all available pages before exploring further.

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Document Management Workflow

This guide covers uploading, classifying, searching, and managing documents in the Document Brain.

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Overview

The Document Brain is GrantMaster’s intelligent document management system. It provides centralized storage with AI-powered classification, folder hierarchy, version tracking, and approval workflows. 
Upload → AI Classification → Folder Placement → Review → Approve/Revise → Search & Retrieve

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Uploading Documents

Who: Members (restricted), Managers, Admins Where: Documents > Upload

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Steps

  1. Navigate to Documents and select your target folder (or the root library)
  2. Drag and drop files onto the upload zone, or click Upload to browse
  3. For each uploaded file, the AI Classification engine will:
    • Detect the document type (contract, report, proposal, receipt, policy, etc.)
    • Suggest a folder and metadata tags
    • Extract key dates (deadlines, reporting periods)
  4. Confirm or adjust the AI suggestions
  5. Set the sensitivity level: Public, Internal, Confidential, or Restricted
  6. Click Save

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Supported Formats

PDF, Word (.docx), Excel (.xlsx), PowerPoint, images (PNG, JPG), and plain text files.

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Folder Organization

The Document Brain uses a nested folder hierarchy.

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Default Folder Structure

Organizations start with a recommended structure:
FolderPurpose
ProposalsGrant applications and concept notes
ContractsGrant agreements and donor contracts
ReportsNarrative and financial reports
PoliciesInternal policies and compliance documents
HREmployee contracts and certifications
FinanceBudgets, invoices, and financial records
TemplatesReusable document templates
Admins and Managers can create additional folders and sub-folders as needed.

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Personal Document Vault

Each user has a My Documents section for personal files (draft reports, notes, certifications). Personal documents are only visible to the owner and organization Admins.

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Document Approval Workflow

Who: Managers and Admins approve; Members submit Documents can follow an approval workflow:
StatusDescription
DraftUploaded, not yet submitted for review
In ReviewSubmitted for manager/admin review
ApprovedReviewed and approved for use
ArchivedNo longer active but retained for reference

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Steps

  1. Upload or update a document
  2. Click Submit for Review to move from Draft to In Review
  3. A Manager or Admin reviews the document:
    • Approve — marks as approved and available for use
    • Request Changes — returns to Draft with comments
  4. Approved documents are marked with a badge and timestamped

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Version History

Every change to a document creates a new version. The version timeline shows:
  • Upload date and uploader
  • Version notes (what changed)
  • File size comparison
  • Ability to download or restore any previous version

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Searching Documents

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Full-Text Search

The search bar at the top of the Document Library supports:
  • File name matching
  • Content search — searches inside PDF and Word documents
  • Tag and metadata filtering

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Smart Recommendations

The recommendation engine suggests:
  • Related documents — other files relevant to the one you are viewing
  • Gap analysis — identifies missing documents based on compliance requirements (e.g., “No signed contract found for Grant X”)

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Template Library

Where: Documents > Templates The Template Library contains reusable document templates for common NGO needs:
  • Grant proposal templates
  • Financial report templates
  • Compliance checklists
  • Meeting minutes formats
  • M&E data collection forms
Admins can add organizational templates that appear for all users.

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Best Practices

  • Classify immediately — accept or correct AI suggestions at upload time to keep the library organized
  • Use meaningful filenames — “Q2-2026-Narrative-Report-USAID.pdf” is better than “report-final-v3.pdf”
  • Set sensitivity levels — especially for HR and financial documents
  • Link documents to grants/projects — this enables compliance tracking and reporting
  • Review version history before uploading a new version to avoid overwriting critical changes
  • Use the Gap Analysis widget to identify missing documentation before audit periods

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Limitations

  • AI classification accuracy varies by document type — legal documents and multi-language files may need manual correction
  • Full-text search works on PDF and Word files only; scanned images without OCR text are not searchable
  • Maximum file size per upload is 50 MB
  • Deleted documents are moved to Trash and permanently removed after 30 days
  • Document Brain does not support real-time collaborative editing — use external tools (Google Docs, Word Online) for collaboration, then upload the final version