Attach drawings, specs, and other critical files to your project

1. Purpose

Explain how to upload and manage documents (drawings, specs, etc.) within a project management platform.

2. Supported Document Types and File Formats

The Document tab accepts most standard file types with new additional types like DWG, SVG, and so on to support Project files for all phases of the Project. There is a default size of 500 mb, which can be changed by contact Builterra support staff. We suggest changing the name of the file(s) before uploading them into the document tab. This ensures that the file names are standardized to the company file naming policies, and they are easier to find at a later date.

3. Uploading Documents

There are two main ways to upload documents:

1. Manually upload them with the 'Upload' button
2. Drag and drop the file(s) into the folder

Each option has its benefits, for instance if you are uploading multiple files dragging and dropping can save a lot of time unless you're not sure exactly which files you need to include into the platform. Whereas, the single file upload option allows you to see other document details like the creation date, modified date, and so on within the 'File Explorer' on your computer.

Step-by-Step Process:

1. Navigating to the Documents section

2. Selecting a target folder or location

3. Uploading the file via drag and drop or the 'Upload' button

Workflow automations can be used within the document tab, however, we will talk about in a separate article series. These features allow an automation to trigger once the default requirements are met. Ensuring that everyone involved in the approval process gets a chance to look at the file, and give their two cent weather it's approved or denied, with comments available.

4. Organizing Files

There are two main options for organizing your files within the Document Portal. Manually creating document folders, and creating a hierarchy for them, and using a configured Document Folder Template. We won't be going into detail about the second option, as you can read more about it in a separate Document Portal series.

Let's explore how to manually create a simple document hierarchy, to start, follow the steps below:

1. Select a Project in the Project Portal

2. Click on the Documents tab

3. Select the folder for the type of documents you want to include, in my case it's “Inspection”

4. Click the “New Folder” button and name the folder something like the year of the report(s)

5. If you want to add another level to the folder, click on that folder and then click the “New Folder” button again (e.g. 2025 --> Roadworks)

6. Repeat steps 4 and 5 as much as you need to until you've created all of the folders and sub-folders you're looking for

7. Add the document(s) into the desired folder

5. Version Control and Document Updates

The Builterra document tab has versioning feature of your documents. This feature helps cut down on having duplicates of the same report, making it easier to find the one you're looking for and reducing clutter. To access the versioning feature, follow the steps below:

First, let's go over how to add a new version of a report:

1. Go onto the document tab

2. Find the folder with old version of the document

3. Right-Click on the document and then click “Open”

4. Make changes to the document, and then click “Save”

Second, let's learn how to see each version:

1. On the document tab, select a file

2. If a file has multiple version of the document, it will show under the “Versions” header in the right-side pane.

6. Best Practices

• Standardizing file naming

• Establishing review and approval workflows

• Training team members on document protocols

7. Conclusion

• Summary of key capabilities and workflow benefits

• Encouragement to implement standardized document practices

• Link to further resources or platform-specific documentation