Add plans / files to a folder

To add plans and files to your document folder, follow the steps below.

Note: we recommend reading "Naming your plans/files" before uploading plans to your document folders. However, plans can also be named automatically via the Auto-label (OCR) tool.

Step 1:  Go to documents and click on a folder

Go to your project documents and select the folder you wish to add plans or files to.

Step 2:  Add plans and files to your folder

Drag and drop files in to the dropzone or click "ADD FILES" button and select the related files from your device.

Step 3:  Preview your plans and files (optional)

If you would like to preview a file before saving, select the "Preview" option in the overflow menu on the right-hand side of each block.

 

Step 4:  Add document codes (compulsory)

Document codes are used to uniquely identify each plan/file and allow for automated version control when superseding plans/files with newer versions. The version of files are shown on the right-hand side of a file's name.

If your files are named correctly, document codes will automatically be captured and populated for you to save time. Otherwise, you can add them by using the Auto-label (OCR) tool, or manually by typing in to the "Code" field on the left-hand side of each uploaded file.

If you upload a new version of a file that is missing its document code and fails to be automatically matched with an existing version (if any), you can supersede a file manually by selecting "Supersede File" in the overflow menu on the right-hand side of each block.

Step 5:  Add revision number and other details (optional)

You can type the revision number of plans/files by clicking in to the "Revision no." field on the right-hand side of the file's "name" field, or via the "Details" dialog.

The "Details" dialog for a specific file can be accessed by clicking the  button to the right-hand side of a file's status.

Other data points you may add to files are listed below (all of which are optional). These data points can be used to filter your list of documents via the advanced search tool located in your document folders.

- In/Out
- Document type
- Revision no. (same as the one displayed in the uploaded files list)
- Document date
- Author
- Recipient
- Sent/received date
- Approved by
- Date approved
- Subject code
- Document reference no.
- Incoming reference no.
- Linked reference no.

Once details have been added to files, the grey "ADD" button will change to a blue "EDIT" button in order to distinguish between which files have more information available.

Tip: if uploaded files share identical revision numbers or other data points, you can add them to your files in bulk by clicking the"ADD DETAILS" button on the bottom toolbar.

 

Step 6:  Add a status (optional)

To add a status selected files, click the "STATUS" button located in the bottom toolbar.

You can select from our pre-defined list, or add your own custom status by clicking the "ADD" button on the top-right hand side of the "Set status" dialog.

Step 7:  Add a note (optional)

Click the notes icon button displayed on the right-hand side of your plan/file, or click the overflow button on the right-hand side of your file's block and select "Add a note" from the menu.

Tip: you can add a note to plans/files in bulk by selecting them and clicking the"ADD NOTE" button, located inside the "OPTIONS" menu on the bottom toolbar.

 

Step 8:  Save your plans and files

To save your plans and files, click the SAVE button on the bottom toolbar.

For any questions about adding plans or files to a folder, shoot us an email at [e-mail] and our customer success team will be in touch.