Documents Overview
Site Service Pro provides three distinct document management systems, each designed for different needs. Understanding which one to use ensures your files are organized, accessible, and - where applicable - analyzed by AI.
Document Systems at a Glance
| System | Where to Find It | Purpose | AI Features |
|---|---|---|---|
| Project Documents | Documents page → Project Documents tab | General project files (plans, photos, submittals) | No |
| Business Documents | Documents page → Business Documents tab | Company-wide files (policies, templates, standards) | No |
| Admin Documents | Project Detail → Admin Documents | Sensitive project documents (contracts, scopes, change orders) | Yes - AI extracts key dates, amounts, and terms |
Project Documents
Project Documents are general files attached to a specific project. Use them for plans, photos, submittals, daily reports, and any other project-related files.
Key features:
- Organized by 8 categories: Plans, Photos, Submittals, RFIs, Change Orders, Daily Reports, Contracts, Other
- Filter by project, category, and search text
- Up to 10 MB per file
- Supports PDF, Office documents, images, CAD files, and archives
Navigation: Click Documents in the left sidebar → Project Documents tab
Learn more: Project & Business Documents Guide
Business Documents
Business Documents are company-wide files that aren't tied to any specific project. Use them for company policies, templates, insurance certificates, safety standards, and other organizational documents.
Key features:
- Visible to everyone in your organization with document permissions
- Same categories and upload process as Project Documents
- No project selection needed
Navigation: Click Documents in the left sidebar → Business Documents tab
Learn more: Project & Business Documents Guide
Admin Documents
Admin Documents are the most powerful document system. They're designed for sensitive project documents like contracts, scopes of work, change orders, and specifications. The key differentiator is AI-powered analysis that automatically extracts summaries, key dates, financial amounts, and important terms.
Key features:
- 40+ document type classifications (Prime Contract, Subcontract, Change Order, Scope of Work, etc.)
- AI automatically extracts key dates, amounts, and terms from uploaded documents
- Upload files OR paste text directly (for emails and correspondence)
- Version tracking with full history
- Up to 25 MB per file
- Restricted access - requires project edit permissions
Navigation: Open a project → Click Admin Documents
Learn more: Admin Documents & AI Analysis Guide
Choosing the Right Document System
| I need to... | Use... |
|---|---|
| Upload project plans, photos, or submittals | Project Documents |
| Store a company policy or template | Business Documents |
| Upload a contract and have AI extract key terms | Admin Documents |
| Attach a file to an RFI | RFI attachments (via the RFI page) |
| Store a change order with automatic financial extraction | Admin Documents |
| Share a document across all projects | Business Documents |
| Track document versions over time | Admin Documents |
| Paste an email for AI analysis | Admin Documents (Text Entry) |
Supported File Types
| Type | Extensions | Max Size |
|---|---|---|
| 10 MB (Project/Business) / 25 MB (Admin) | ||
| Word | .doc, .docx | Same as above |
| Excel | .xls, .xlsx | Same as above |
| PowerPoint | .ppt, .pptx | Same as above |
| Images | .jpg, .png, .gif, .bmp, .tiff, .webp, .svg | Same as above |
| CAD | .dwg, .dxf, .dwf, .skp | Same as above |
| Archives | .zip, .rar, .7z | Project/Business only |
| Text | .txt, .csv, .rtf | Same as above |