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Documents and site photos

Keep the project's contracts, specifications, permits and minutes in one register, upload site photos against a location, and find, share or remove them later.

Where
  1. Projects
  2. open a project
  3. Documents
Who
  • Everyone

Two registers sit side by side in the Records group of the tab bar: Documents for paperwork and Photos for site pictures. Everyone on the project can see both and upload to both. Only a Project Manager or the Company Admin can delete.

📷 Screenshot spot — the Documents tab with the Upload document panel open above the register, one row carrying the green "client" tag

Save as static/img/screenshots/projects-documents-photos.png and replace this box with ![Project documents](/img/screenshots/projects-documents-photos.png)

Upload a document​

  1. Open the project and go to the Documents tab.
  2. Click Upload document.
  3. Choose the File — PDF, image, Word, Excel, DWG or DXF. The Title fills in from the file name; change it if needed.
  4. Choose a Category: Contract, Specification, Correspondence, Permit, Minutes, Report, Certificate, Invoice support, Other.
  5. Optionally fill Reference no. (the letter or permit number) and Document date.
  6. Tick Shared with client if the client has this document too. It shows a green client tag in the register.
  7. Add Notes if useful, and click Upload.

Drawings do not go here — they have their own register with revision control. See Drawings.

Find and open a document​

  • Type in Title or reference to search, and pick a category from All categories.
  • Open shows the file in the browser (PDF and images); Download saves it.
  • Share sends the file — on a phone, straight to WhatsApp or mail. See Sharing.

Archive or delete a document​

ActionWhoWhat happens
ArchiveAnyone who can uploadThe document leaves the default list but is kept. Click Active only to switch to Including archived and see it, then Restore to bring it back.
DeleteProject Manager, Company AdminAfter Delete "…"? It will be removed from this register. the document is removed from the register. The stored file is kept, but there is no undelete in the app.

Archive superseded specifications and expired permits rather than deleting them.

Upload site photos​

  1. Go to the Photos tab and click Upload photo.
  2. Choose one or several Photos — PNG or JPEG.
  3. Add a Caption, pick the Location (Tower B / 7th Floor / Flat 704) and check Taken on — it starts at today.
  4. Add Tags, separated by commas: slab, rebar, shuttering.
  5. Click Upload. The button shows how many photos will go.

Each photo is uploaded separately. If one fails, the message names that file, and the photos before it are already saved.

Tags are stored in lower case and repeated tags are dropped, so Slab, slab becomes one tag slab. A photo keeps up to 20 tags.

Find, view and share photos​

  • Photos are shown newest Taken on date first, with caption, date and location under each.
  • Filter by typing a Tag, or choose a location from Every location.
  • Click a photo to open it large with its tags, Share, Download and, for a Project Manager or Company Admin, Delete.
  • The share icon under each photo sends the picture with a line saying when and where it was taken, for example Site photo, 14 Oct 2026 · Tower B / 7th Floor.
Photos keep their location data

Photos are stored exactly as your phone saved them. If the camera recorded the GPS position, it stays inside the file, and anyone you share or send the photo to can read where it was taken. Turn off location in the camera app if that matters for a site.

Who can see the files​

Documents and photos are served only to people on the project team. A link copied from the app opens only for team members — there is no public link. To get a file to someone outside, use Share or Download and send the file itself.

If an upload is refused​

MessageWhat to do
Unsupported file type. Accepted here: …Photos must be PNG or JPEG. Documents also accept PDF, Word, Excel, DWG and DXF. Convert HEIC photos to JPEG.
The file is named .jpg but its content is PNG. Rename it or upload the right file.The app checks what the file really is. Fix the extension.
This file is larger than the 50 MB limit.Compress the file or split it.
The uploaded file is empty.The file did not finish copying to your phone or PC. Choose it again.

Tips​

  • Set up the location tree before site starts photographing, so every photo can be filed against a flat or a floor — see Schedule.
  • Agree a short tag list with site (pour, rebar, handover, defect) so the tag filter finds things.
  • Photo uploads and deletions do not appear on the project's Timeline; document uploads, archives and deletions do.
  • Drawings — the register for drawings, with revision control.
  • Daily progress reports — the day's record from site.
  • Snags — defects raised against a location.
  • Sharing — how Share works on a phone and on a computer.