Managing Documents: Business and Project Files

Site Service Pro provides a comprehensive document management system that helps you organize, store, and share files across your organization. Understanding the difference between business-level and project-level documents is key to effective document management.

Understanding Document Scopes

Documents in Site Service Pro exist at different levels, each serving a specific purpose:

Business-Level Documents

Business-level documents are organization-wide files that are not tied to any specific project.

Common Uses:

• Company policies and procedures
• Employee handbooks
• Standard operating procedures (SOPs)
• Contract templates
• Safety guidelines
• Insurance certificates
• Corporate documents

Key Characteristics:

• Accessible to all users with document viewing permissions
• Not associated with any project
• Stored in the "Business Documents" section
• Great for files that apply company-wide

Project-Level Documents

Project-level documents are specific to a single project and contain files directly related to that project's work.

Common Uses:

• Project plans and drawings
• Site photos
• Submittals
• RFI documentation
• Change orders
• Daily reports
• Project contracts

Key Characteristics:

• Only accessible to users assigned to the project (or with global access)
• Organized by project
• Visible in the project details page
• Keep project-specific information together

RFI-Attached Documents

A special subset of project documents that are linked to specific RFIs (Requests for Information).

Common Uses:

• Supporting documents for questions
• Response attachments
• Clarification drawings
• Reference materials

Document Categories

Documents are organized into categories for easy filtering and organization:

Category	Description	Example Files
Plans	Architectural and design documents	Site plans, blueprints, CAD drawings
Photos	Project photography	Progress photos, site conditions, inspections
Submittals	Contractor submittals	Product data, shop drawings, samples
RFIs	Request for Information docs	RFI forms, responses, clarifications
ChangeOrders	Change order documentation	CO forms, pricing, approvals
DailyReports	Daily progress reports	Daily logs, weather reports, crew info
Contracts	Contract documents	Agreements, amendments, exhibits
Other	Miscellaneous documents	Any files that don't fit other categories

Navigating the Documents Section

Accessing Documents

1. Click Documents in the main navigation menu
2. You'll see two tabs at the top:
   • Project Documents - Files tied to specific projects
   • Business Documents - Organization-wide files

Filtering and Searching

Project Documents Tab:

• Project Filter - Select a specific project to view its documents
• Category Filter - Filter by document category
• Search - Search by document name

Business Documents Tab:

• Category Filter - Filter by document category
• Search - Search document names and descriptions
• Pagination - Navigate through pages of documents

Document Statistics

At the top of the documents list, you'll see:

• Total Documents - Number of documents matching your filters
• Categories - Number of unique categories used
• Total Size - Combined file size of all documents

Uploading Documents

Uploading to a Project

1. Navigate to Documents → Project Documents
2. Click the Upload Document button
3. Select the Project where the document belongs
4. Choose a Category for the document
5. Click Choose File or drag and drop your file
6. Optionally add a Description
7. Click Upload

Uploading Business Documents

1. Navigate to Documents → Business Documents
2. Click the Upload Document button
3. Choose a Category for the document
4. Select your file
5. Add an optional description
6. Click Upload

From the Project Details Page

1. Open a project's detail page
2. Scroll to the Documents card
3. Click the upload icon
4. The project is pre-selected for you
5. Choose category and file, then upload

Supported File Types

The system accepts a wide variety of file formats:

Type	Extensions
Documents	.pdf, .doc, .docx, .txt, .rtf, .csv
Spreadsheets	.xls, .xlsx
Presentations	.ppt, .pptx
Images	.jpg, .jpeg, .png, .gif, .bmp, .tiff, .webp, .svg
CAD Files	.dwg, .dxf, .dwf, .skp
Archives	.zip, .rar, .7z

File Size Limit: 10 MB per file

Viewing and Downloading Documents

Viewing Document Details

Click on any document name to see:

• Full file name
• Category
• File size
• Upload date
• Uploaded by
• Description (if provided)

Downloading Files

Method 1: Quick Download

1. Find the document in the list
2. Click the Download button (down arrow icon)
3. File downloads to your computer

Method 2: From Document Details

1. Click the document name to view details
2. Click the Download button
3. File downloads to your computer

Note: Download links are time-limited for security. If a link expires, simply click download again to generate a new link.

Editing Document Information

You can update document metadata (but not the file itself):

1. Find the document in the list
2. Click the Edit button (pencil icon)
3. You can change:
   • Document Name - Rename the file
   • Category - Move to a different category
   • Description - Update the description
4. Click Save

Note: You cannot change which project a document belongs to after upload. Upload a new document to the correct project if needed.

Deleting Documents

Deleting documents requires administrator privileges:

1. Find the document to delete
2. Click the Delete button (trash icon)
3. Confirm the deletion

Important:

• Deleted documents are permanently removed
• Both the file and its record are deleted
• This action cannot be undone
• Consider if you really need to delete vs. keeping for records

Document Permissions

Access to documents is controlled by permissions at multiple levels:

Global Permissions

Permission	What It Allows
Can View Documents	View documents across projects
Can Upload Documents	Upload files to any project
Can Delete Documents	Delete documents (Admin typically)
Can View All Projects	Access all project documents

Project-Level Permissions

When assigned to a project, you may have:

Permission	What It Allows
Can View Documents	View this project's documents
Can Upload Documents	Upload to this specific project
Can Delete Documents	Delete from this project

How Permissions Work Together

The system uses OR logic for permissions:

• If you have global document permissions, you can access documents across projects
• If you have project-level permissions, you can access that specific project's documents
• Having either one grants access

Example: A project manager with global "Can View Documents" can see all project documents. A subcontractor with only project-level "Can View Documents" for Project A can only see Project A's documents.

Real-World Document Scenarios

Scenario 1: Storing Company Policies

Situation: HR needs to store employee handbook accessible to everyone.

Solution:

1. Navigate to Documents → Business Documents
2. Upload the employee handbook PDF
3. Select category: Contracts (or Other)
4. Add description: "Current employee handbook - Updated January 2025"
5. All employees with document permissions can now access it

Scenario 2: Project Plan Distribution

Situation: Architect sends updated drawings for the Main Street project.

Solution:

1. Navigate to Documents → Project Documents
2. Select "Main Street Renovation" project
3. Upload the drawing files
4. Select category: Plans
5. Add description: "Rev 3 - Updated per RFI-045 response"
6. Team members assigned to the project can access immediately

Scenario 3: Daily Progress Photos

Situation: Site supervisor takes daily photos for documentation.

Solution:

1. From the project detail page, click upload
2. Select multiple photos
3. Category: Photos
4. Description: "Foundation pour - Day 3 progress"
5. Photos are organized in the project's document section

Scenario 4: Submittal Documentation

Situation: Subcontractor needs to submit product data for approval.

Solution:

1. Upload to the specific project
2. Category: Submittals
3. Include all relevant product data sheets, certifications
4. Description: "MANUFACTURER ABC - Product XYZ submittal package"
5. Project manager can review and respond

Scenario 5: Change Order Support

Situation: A change order needs supporting documentation.

Solution:

1. Upload to the project
2. Category: ChangeOrders
3. Include pricing breakdown, scope description, photos
4. Description: "CO #003 - Additional foundation work documentation"
5. All parties can access supporting materials

Best Practices for Document Management

Naming Conventions

Use consistent, descriptive file names:

Good Examples:

• MainStreet_FloorPlan_Rev3_20250115.pdf
• CO_003_PricingBreakdown.xlsx
• DailyReport_20250115_Foundation.pdf

Avoid:

• doc1.pdf
• final_final_v2.pdf
• asdfgh.docx

Organizing by Category

• Use categories consistently across projects
• Place documents in the most appropriate category
• Use Other sparingly - try to fit into existing categories

Adding Descriptions

Descriptions help others understand the document:

• Note revision numbers
• Reference related RFIs or change orders
• Include dates and key details
• Mention what changed from previous versions

Regular Cleanup

• Review documents periodically
• Archive completed project documents
• Remove duplicate or outdated files
• Verify all important documents are uploaded

Troubleshooting Common Issues

"Cannot upload file"

• Check file size (must be under 10 MB)
• Verify file type is supported
• Ensure you have upload permissions for that project

"Cannot see project documents"

• Verify you're assigned to the project
• Check your project-level document permissions
• Contact administrator if access is needed

"Cannot delete document"

• Only administrators can delete documents
• Contact your system administrator for deletions

"Download link expired"

• Simply click download again
• A new download link is generated each time

Quick Reference: Business vs Project Documents

Aspect	Business Documents	Project Documents
Scope	Organization-wide	Single project
Access	Global permissions	Project assignment + permissions
Location	Documents → Business tab	Documents → Project tab
Use Case	Company policies, templates	Project-specific files
Visibility	All authorized users	Project team members

Related Topics

• Understanding Users and Permissions
• Creating and Managing Projects
• Working with RFIs
• Change Order Management