Documents

The full document register behind every project — upload files or link out to external sources, control what type of document something is (and whether it needs sign-off or version history), and track which required documents a project is still missing.

Who can use it — You need "view project documents" permission to see the Documents and Required Documents tabs, and "manage project documents" permission to upload, edit, or act on them. Seeing and editing Document Types needs "view document types" / "manage document types" permission separately — these are usually held by document/office admins, not general crew. See Roles & Permissions for how access is set.

Where to find it — Project Management → Documents in the sidebar. You'll also find document actions from inside a project's own record (its Documents and Required Documents sections), and from Project Library via its Add Document button.

Before you start — decide your document types first if you're setting this up for the first time. A document's type controls whether it needs sign-off, whether it keeps version history, and whether it's a required slot on every project — get the type right before uploading documents against it. See Document Types below.

How to use it

The page has up to three tabs, depending on your permissions:

• Documents — every uploaded file or external link across your projects. This is the main register.
• Required Documents — a tenant-wide readiness view of mandatory document types across every live project (missing, provided, waived).
• Document Types — the catalogue of document types and their rules (sign-off, versioning, mandatory).

Documents

The Documents tab lists every project document — filterable by Project and Type, with columns for Current Version, Sign-off, Versioning, Visibility, Total Versions, Latest Change, Source, and Updated (some are hidden by default — use the column toggle to show them). Six tabs on the list itself narrow it further: All Documents, Recently Updated (last 30 days), Sign-off Required, Versioned, Public, and External Links.

Uploading a document

Select New Document and work through the form:

1. Project — search by job number or name.
2. Document Type — controls sign-off and versioning rules for this document (see Document Types). Mandatory and system-purpose types (SWMS, VMP) sort to the top of the list.
3. Label — the plain name the crew will see, e.g. "Site Drawing A".
4. Public — toggle on to make the document visible in the Project Library and mobile Site Pack. Leave off to keep it internal-only (it'll still show in this register, just not in the crew-facing library).
5. Change log / notes (optional on the initial upload) — a short note describing the document.
6. Document Source — choose Upload File (PDF, image, or Word document, up to 50MB) or External Link (an https:// URL, e.g. a SharePoint link). You can only pick one — whichever you choose becomes the document's permanent source type.

Once saved, an uploaded file becomes version 1 automatically. A document's record also shows an Access & Versioning tab summarising its visibility, versioning mode, sign-off requirement, and current version number — and a Preview tab once it exists.

Every row also carries View, Edit, Quick Preview (opens inline without leaving the page — PDFs embed, images render, large files fall back to a download link), and standard Delete/Restore actions. Documents whose type requires sign-off (SWMS) also get View Register and Export PDF for the sign-on register.

Editing and deleting

Edit lets you change the project, type, label, and visibility, and re-run through the same tabs. Deleting a document soft-deletes it (recoverable via the Trashed filter and Restore); a manager with delete permission can also permanently remove it.

Document Types

Document types are the rulebook — every document picks one, and the type decides how sign-off and versioning behave. Open the Document Types tab and use New Document Type or Edit on an existing one:

• Name — what the crew sees, e.g. "SWMS – Excavation".
• Category — a free-text bucket like Safety, Design, or Operations, to keep the list tidy.
• System purpose — leave as None for an ordinary document. Set to SWMS or VMP only to wire this type into that system workflow (SWMS Center sign-on, or the Vehicle/Traffic Management Plan chip on Site Pack). Only one type per purpose is allowed per workspace — add variants (Drainage SWMS, Concrete SWMS) as separate documents under the one SWMS type, not as separate types. Once a type with a purpose has documents or requirement rows against it, the purpose field locks.
• Sign Off Method — None (no sign-off needed), Text Declaration (worker types their name), or Digital Signature Pad (worker draws a signature). This is what makes a document show up under Sign-off Required and drives the SWMS Center sign-on flow.
• Versioning — Standalone (no version history), Versioned, no history (replace) (each new upload permanently replaces the prior file), or Versioned, keep history (every version and its file is kept for reference).
• Mandatory — when on, this type becomes a required document slot generated automatically on every live project (pre-tender, post-tender, active, or on-hold — not inactive or completed ones). This is what populates the Required Documents tab.

A document type that's system-purpose-tagged, mandatory, or already backing a required-document row can't be deleted — clear those flags and any requirement rows first. This stops a live SWMS/VMP workflow or compliance history being deleted out from under a project by accident.

Versioning a document

Versioning only applies to uploaded files whose document type is set to one of the two versioned modes — external links and standalone types don't get a Versions section.

From a document's record, open its Versions section and select Upload new version:

1. Attach the updated Document (same file-type rules as the original upload).
2. Enter a required Change log / notes describing what changed.
3. Submit.

What happens next depends on the type's versioning mode:

• Versioned, keep history — the new file is added as the next version number; every prior version and file stays on record and can still be opened.
• Versioned, replace — you're asked to confirm first ("Replace current document?"), because prior versions and their files are permanently removed once you confirm.

Either way, the new version becomes the document's current version. If the document type requires sign-off (SWMS), publishing a new version resets everyone's sign-on status back to "needs sign" — see SWMS for that flow. Each version row in the list shows its version number, file, change note, and when it was added; View opens that specific version's file.

Document requirements & readiness

The Required Documents tab is a tenant-wide view of every mandatory-type slot generated across live projects — one row per (project, required document type). Filter by Status (Missing, Provided, Waived, Not required) or Review (Not required, Pending review, Approved, Rejected), and use Export CSV for the full readiness list.

The same requirement rows also appear on each project's own record, under its Required Documents section, with a compliance summary ("X of Y required documents satisfied") and row actions (visible to users with manage permission):

• Upload / Replace — jumps to the document upload form pre-filled with the project and required type.
• Link existing — points the requirement at a document that's already been uploaded against that project and type, instead of uploading a new one.
• Submit for review, Approve, Reject — moves a provided document through the review axis. A newly provided or relinked document normally lands as Pending review, unless the person providing it already has manage permission, in which case it's approved straight away.
• Waive (with a required reason) / Clear waiver — marks a requirement as not needed for this project instead of missing, or reverses that.

A requirement is satisfied once it's Provided, Waived, or Not required — only Missing counts against the project. Ad hoc documents that aren't tied to a mandatory type stay out of this view entirely; they live in the project's Other Documents section instead.

How this drives Project Library and SWMS

Two settings from this page decide what crews see elsewhere:

• Public toggle (per document) — only documents marked Public appear in Project Library and the mobile Site Pack view. Internal (non-public) documents stay in this register only.
• Document type sign-off — a document only shows up in the SWMS Center to be signed if its type's System purpose is SWMS and its Sign Off Method is Text Declaration or Signature Pad and the document is Public. Get any one of those wrong and the SWMS won't appear for workers to sign.

Connected pages

• Project Library — the crew-facing, public-only view of documents managed here.
• SWMS — where SWMS documents created here actually get signed and re-signed on each new version.
• Projects — each project's own record shows its Required Documents and Other Documents sections.

Tips & common mistakes

• Document not showing in Project Library? Check its Public toggle — internal documents never appear there, regardless of type.
• SWMS not appearing in the SWMS Center? It needs all three: type purpose set to SWMS, a sign-off method other than None, and the document marked Public.
• Uploaded a new version but can't find the old one? Check the document type's Versioning setting — "replace" mode permanently deletes prior versions and files on confirm; only "keep history" retains them.
• Can't delete a document type? It's protected because it has a system purpose, is marked Mandatory, or already backs a required-document row — clear those first.
• A required document shows Pending review even though you just uploaded it — that's normal unless you hold manage permission; ask someone with that permission to Approve or Reject it.
• Wanted two SWMS variants (e.g. Drainage and Concrete)? Don't create two SWMS-purpose types — add them as two separate documents under the single SWMS type instead.