Documents

What are documents

The Documents section stores files and folders for your project. It is organized as a folder tree where you can upload files, group them into folders, and keep a version history of each document.

Documents can be linked to assets as supporting evidence. This is the central file repository for your project — think of it as a structured drive shared across your team.

Opening the Documents screen

To reach the Documents screen:

1. Tap the hamburger menu icon (☰) to open the side drawer.
2. Tap Documents in the module list.

The screen opens at the root level of the project's document tree. Viewing documents requires the documents.read permission.

In My Workspace (pick it in the project switcher at the top of the drawer), Documents opens your personal files instead — the same files you see under My Files on the web app.

Documents screen layout

The Documents screen shows:

• A header with the Documents title and controls.
• A breadcrumb trail showing your current folder path.
• A search bar for searching across the whole project.
• A sort control (opens a sort sheet) and a list ⇄ grid view toggle.
• The folders and files of the current folder.
• Actions to create a folder and upload a file.

Each item also has an actions menu (⋯, or long-press the item) with Open, Version history, Rename, and Delete — depending on your permissions.

Navigating folders — breadcrumbs and the back button

The document tree works like a file system:

• Tap a folder to enter it. The breadcrumb trail at the top updates to show your current path.
• Tap any breadcrumb segment to jump back up to that folder level; tap the leftmost segment for the root.

On Android, the hardware back button first walks UP the folder tree one level at a time — it only leaves the Documents screen once you are at the root.

Search documents

Tap the search bar and type to search across the whole project's documents — all folders, not just the current one. Results update automatically after a short pause and show up to 50 matches.

While searching, folder navigation is replaced by the results list. Clear the search (tap the X or delete the text) to return to normal folder browsing.

If you expect a file that is not in the results, refine your search terms — only the first 50 matches are shown.

Sort documents

Tap the sort control to open the sort sheet. You can sort by:

• Name
• Kind
• Last updated

Each in ascending or descending order. Folders always group first, before files, regardless of the sort you pick.

List view and grid view

Toggle between List and Grid view with the view mode button.

• List view shows one item per row with details at a glance.
• Grid view shows items as tiles — useful for visual browsing. The number of grid columns adapts to your screen width, so tablets show more tiles per row.

Your choice is remembered — the app reopens Documents in the view you last used.

Create a new folder

To create a folder in the current location:

1. Tap the create-folder action.
2. A dialog asks for a folder name.
3. Type the name and confirm.

Folders help organise documents by phase, discipline, or asset type. Creating folders requires the documents.create permission.

Upload a document

To upload a file to the current folder:

1. Tap the upload action.
2. The device file picker opens — select a file (one file per upload).
3. The upload starts immediately and shows a live progress percentage.
4. When it finishes, a completion alert confirms the upload and the file appears in the folder.

You can pick files from Files, iCloud, Google Drive, or other document providers on your device. Uploading requires the documents.create permission.

Document and folder actions (rename, delete, versions)

Every document and folder has an actions sheet. Open it by tapping the ⋯ button on the item, or by long-pressing the item.

Depending on your permissions, the sheet offers:

• Open / Preview — view the file.
• Version history — see and open previous versions.
• Rename — change the item's name (requires documents.update).
• Delete — remove the item, with a confirmation prompt (requires documents.delete).

Rows you do not have permission for are simply not shown.

Document versions

Documents keep a version history: each new upload to the same document becomes the latest version, and previous versions are retained.

To view versions:

1. Open the item's actions sheet (⋯ or long-press) and choose Version history.
2. The versions sheet lists versions with their file size and timestamp, loading 20 at a time as you scroll.
3. Tap a version to open it in the viewer.

Versioning gives you an audit trail of what was submitted and when.

Open and view a document

Tap any document (not a folder) to open it full-screen:

• Images open in the built-in viewer with pinch-to-zoom.
• PDFs open in an in-app viewer on iOS; on Android they open in your device's system viewer.

If the document has no uploaded file yet, you will see a message that there are no versions to view.

Item moved to Trash by someone else

Documents are shared, so a teammate may move an item to the Trash while you are looking at the same folder. If you try to open something that was just trashed elsewhere, the app shows a message that the item was moved to Trash and refreshes the list.

This is normal — pull down to refresh if you want to re-sync the folder at any time. Restoring items from the Trash is done on the web app.

Pull to refresh

Drag down from the top of the document list and release to refresh. This reloads the current folder from the server to pick up changes made by other team members.

Who can do what in Documents

Document access is controlled per project by your role:

• View and open documents: documents.read (all built-in roles by default).
• Create folders and upload files: documents.create (Project Admins and Members by default).
• Rename or move items: documents.update (Project Admins and Members by default).
• Delete items: documents.delete (Project Admins by default).

Actions you lack permission for are hidden from the actions sheet. The project owner can always do everything. If you need more access, ask a project admin to adjust your role.

No project — empty state

Until you join a project you are in My Workspace, and Documents shows your personal files. To work with a team's documents, join their project: open the drawer and tap Join project, then enter the 8-character invite code.

If the screen shows "No project joined yet" instead, tap "Join with invite code".

Documents not loading — troubleshooting

If the document list shows an error or fails to load:

1. Pull down to refresh.
2. Check your internet connection.
3. Try switching from Wi-Fi to mobile data or vice versa.
4. Close and reopen the app.
5. If the issue persists, contact support from Profile → Support.