Documents, versions and approvals
Keep project files together and make the approved version easy to find.
Upload a file with enough context
Documents is the shared register for project files such as contracts, drawings, certificates and site records. A file attachment on a delivery or comment is not automatically a reviewed document in this register. Use a clear title and link the correct project so someone else can find the file later.
- 01
Open Documents and choose the upload action
Select the file, enter its title and document type, and select its project where applicable. Add useful notes and any expiry information offered by the form.
- 02
Check the upload before submitting
Use the file types and size limit shown by the uploader. Wait for the upload to finish, then save the document record.
- 03
Set visibility deliberately
Client visibility applies only to eligible project documents and the portal rules. Uploading or marking a file visible does not itself approve it.
Review, revise and retrieve
Open the document to check its file, metadata, status and version history. An authorized reviewer can approve or reject it; use the recorded reason to correct a rejected submission. Archive a document when it should leave normal circulation, while retaining its record.
When the content changes, add a new version with meaningful change notes. Do not upload another unrelated record just to hide an earlier mistake. For formal drawing revisions, use the Drawing Register, which keeps track of the current drawing. Ordinary file versioning and drawing supersession serve different purposes.
Upload the file and context, obtain the required review, and preserve later versions with change notes.
Find files and use OCR carefully
Use search and the project, type, status or expiry filters available on the page. Before sharing a download, check that you have selected the intended version and recipient. Permission to view a document does not automatically grant permission to edit, approve or delete it.
For supported files, OCR extracts text to help you read or search the content. Extraction can take time and can misread handwriting, numbers or low-quality scans. Check the original before relying on an amount or specification. OCR does not approve a document or enter a verified invoice into finance.
Example: keep the signed supplier agreement in Documents, attach the supplier invoice to its relevant transaction, and use a Transmittal when you need a formal record of which file versions were issued.