Documents and File Management
Upload files securely, organise documents, track approval and versions, and control client visibility.
Use this when: You need to store, version, and control who can see project documents and files.
Documents pair securely-stored files with useful details: approval status, version history, searchable text, expiry reminders, and a flag for safe external sharing.
Uploading and Organising Files
- 1
Upload securely
Files are uploaded directly to private, encrypted storage — they are never made public.
- 2
Create the document
Attach the file to a document and link it to a project, stage, vendor, order, payment, or milestone.
- 3
Make it searchable
The system extracts text from supported files so you can find documents by their contents.
- 4
Review and approve
Approvers approve or reject the document before it is treated as final.
- 5
Add new versions
Each revision is kept as a separate version so the history stays clear.
Document Lifecycle
A document is uploaded, made searchable, reviewed, and — only when approved and marked client-visible — shared with clients.
Document Rules
Files stay private; download links are generated on demand after a permission check.
Mark a document client-visible only once it is approved and safe to share.
Expiry reminders warn the responsible person before permits, approvals, or contracts lapse.
Keep each revision as a new version so the audit history remains clear.