Project & Business Documents Guide

The Documents page is your central hub for managing general project files and company-wide business documents. This guide covers uploading, organizing, editing, and downloading documents.

Getting Started

1. Click Documents in the left sidebar
2. Choose a tab:
   • Project Documents - Files tied to a specific project
   • Business Documents - Company-wide files not tied to any project

Project Documents

Uploading a Project Document

1. Make sure you're on the Project Documents tab
2. Click Upload Document
3. In the upload modal:
   • Scope will default to "Project Document"
   • Project (required) - Select the project this file belongs to
   • Category (required) - Choose from:
     • Plans
     • Photos
     • Submittals
     • RFIs
     • Change Orders
     • Daily Reports
     • Contracts
     • Other
   • File - Click to browse or drag-and-drop your file
   • Description (optional) - Add notes about this document
4. A progress bar shows the upload status
5. When complete, the document appears in the list

File limits: Up to 10 MB per file. Supported formats include PDF, Word, Excel, PowerPoint, images, CAD files (DWG/DXF), and archives (ZIP/RAR).

Filtering Project Documents

Use the filters above the document list to narrow results:

• Project - Select a specific project or view all
• Category - Filter by document category
• Search - Type keywords to search document names and descriptions

Stats Summary

When documents exist, summary cards show:

• Total Documents - Count of all documents matching your filters
• Categories - Number of distinct categories in use
• Storage Used - Total file size of all documents

Business Documents

Business Documents work the same way as Project Documents, except they aren't tied to any project. Use them for company-wide files that everyone needs access to.

When to Use Business Documents

• Company policies and procedures
• Safety manuals and standards
• Insurance certificates
• Employee handbooks
• Templates and forms
• Vendor information sheets

Uploading a Business Document

1. Switch to the Business Documents tab
2. Click Upload Document
3. In the upload modal:
   • Scope will be set to "Business Document"
   • No project selection is needed
   • Select a Category
   • Choose your File
   • Add an optional Description
4. Click Upload

Who Can See Business Documents?

Business Documents are visible to all users in your organization who have the View Documents permission. They are not restricted to specific projects.

Managing Documents

Editing a Document

You can update a document's name, category, and description after upload:

1. Find the document in the list
2. Click the pencil icon (Edit)
3. Update the fields you want to change
4. Click Save

Note: You cannot change the actual file. To replace a file, delete the old document and upload a new one.

Downloading a Document

1. Find the document in the list
2. Click the download icon
3. The file downloads through a secure, time-limited link

Deleting a Document

1. Find the document in the list
2. Click the trash icon (Delete)
3. Confirm the deletion in the dialog

Warning: Deleted documents cannot be recovered. Make sure you have a copy if needed.

Document Categories

Tips

• Use categories consistently - Makes it much easier to find documents later
• Add descriptions - A brief note about what the document contains saves time when searching
• Use Project Documents for project-specific files and Business Documents for company-wide resources
• Search works on names and descriptions - Use descriptive names when uploading
• For contracts and scopes that need AI analysis, use Admin Documents instead (see the Admin Documents guide)