Organize Documents in Your Project
Organize your project documents into folders, add metadata, tag documents, link them to tasks and work packages, and make them easily discoverable across your project team.
This guide is designed for construction-professional.
Steps
Step 1: Navigate to Documents
From the Data section, click the Documents tab. This shows all accepted documents in your project. You can see document thumbnails, names, types, sizes, upload dates, and metadata. This is your project's central document library.
Only accepted documents appear here. Pending documents are reviewed in the Pending tab.
Step 2: Create document folders
Click New Folder to create folder structure for organizing documents. Create folders by document type (Drawings, Specifications, Contracts, Reports), by phase (Design, Construction, Closeout), or by work package. You can create nested folders (folders within folders).
Organize in a way that makes sense for your team's workflow.
Step 3: Move documents to folders
Select documents and drag them to folders, or use the move action. You can organize multiple documents at once. Documents can only be in one folder, but can have multiple tags for different classification schemes.
You can move documents later if you need to reorganize - the system keeps all links intact.
Step 4: Add document metadata
Click on a document to open its detail panel. Add metadata that describes the document: Document Type (Drawing, Specification, Contract, Report, etc.), Status (Active, Superseded, Archived), Revision (for versioned documents), and Description (what the document contains).
Good metadata makes documents easier to find and helps others understand their purpose.
Step 5: Add tags to documents
In the document detail panel, click Add Tags. Create or select tags like: Document type (Structural, Architectural, MEP), Phase (Design, Tender, Construction), Work package name, Priority level, or any custom tag. Tags help with filtering and searching.
Tags are flexible - you can use many tags per document for different filtering needs.
Step 6: Link documents to tasks
Link documents to related tasks and work packages. In the task detail, add related documents. Or in the document detail, click Link to Task and select the relevant tasks. This creates bidirectional links so you can find docs from tasks.
Linking helps your team find the right documents when working on specific tasks.
Step 7: Search and filter documents
Use the search and filter options: search by document name or content, filter by folder, filter by document type, filter by tags, filter by status (Active/Superseded/ Archived), or filter by upload date. Combine filters to find exactly what you need.
Good organization + tags = easy searching for your team.
Step 8: Version and supersede documents
When a document is updated, mark the old version as "Superseded" and upload the new version. Keep both in the system so you have revision history. You can add a note explaining what changed between versions.
This maintains an audit trail of document changes throughout the project.
Step 9: Share documents with team
Document sharing is controlled by project access. Team members with project access can view documents based on their permissions. You can also generate document distribution lists from the Companies and People tabs for formal distribution.
Use the People/Companies sections to track who needs which documents.
Step 10: Download and export
You can download individual documents or batch download multiple documents as a ZIP file. Use Export to create a document package for stakeholders, backup, or archival purposes.
Video Tutorial
Last updated: 2025-12-08