Documents

Documents

The Documents section allows you to store, organize, and share all your building-related files in one centralized location. You can manage contracts, insurance documents, work reports, building plans, meeting minutes, and any other important documents.

Overview

The Documents section provides:

• File upload and management
• Folder organization
• File preview
• Sharing
• Support for multiple file types

Adding Files

Upload Individual Files

• Click the + File button
• Select a file from your computer
• Optionally rename the file before uploading
• Click Upload

Upload Multiple Files with Drag and Drop

Tip

You can quickly upload multiple files by dragging them from your computer and dropping them anywhere on the Documents page. Files will upload automatically, and you can monitor upload progress in the popup window.

Upload an Entire Folder

Tip

You can upload an entire folder structure at once. Click the + Folder button, select a folder from your computer, and the complete folder structure will be preserved with all files uploaded automatically.

Viewing Files

Click on any file to preview it. The system supports previewing:

• Images: All image formats (JPG, PNG, GIF, etc.)
• PDFs: View directly in your browser
• Videos and Audio: Play with built-in media player
• Spreadsheets: Excel, CSV, and other spreadsheet formats
• Text files: Including Markdown files
• Emails: .eml email files with full formatting

Note

For files that cannot be previewed directly in your browser, a download button is available so you can save and open them with the appropriate application.

Organizing with Folders

Creating Folders

• Click + Folder
• Enter a name for your folder
• Click Save

Navigating Folders

• Click on a folder to open it and view its contents
• Use the breadcrumb navigation at the top to move between folders

Tip

You can create folders within folders to organize your documents hierarchically, making it easy to structure your files by category, year, project, or any other system that works for you.

Moving Files

• Click the 3 dots icon next to a file or folder
• CLick on Move file
• Navigate to the destination folder
• Click Select to complete the action

Managing Files

Renaming

• Click the 3 dots icon next to a file or folder
• CLick on Rename file
• Enter the new name
• Click Rename

Deleting

• Click the 3 dots icon next to a file or folder
• CLick on Delete File
• Confirm the deletion

Caution

Deleting a folder will permanently delete all files and subfolders within it. This action cannot be undone, so make sure you want to delete everything before confirming.

Sharing with Co-owners

Note

By default, only administrators have access to files. To make documents available to other users, you need to explicitly share folders with the appropriate roles.

You can share folders with co-owners:

• Click the 3 dots icon next to a file or folder
• CLick on Sharing
• Select which user should have access (owners, co-owners, tenants, etc.)
• Click Save

Tip

When you share a folder, all files and subfolders within that folder automatically become accessible to the selected roles, so you only need to configure sharing once at the parent folder level.

Note

Sharing can only be configured for top-level folders. Subfolders automatically inherit the permissions of their parent folder.

Supported File Types

The system accepts a wide variety of file formats including:

• Documents: PDF, Word (DOC, DOCX), Pages
• Spreadsheets: Excel (XLS, XLSX), Numbers, CSV, ODS
• Presentations: PowerPoint (PPT, PPTX), Keynote
• Images: All image formats
• Videos: All video formats
• Audio: All audio formats
• Email: .eml files
• Text: Plain text, Markdown
• Calendar: .ics files

Limitations

Caution

Buildings currently have a limit of 10GB of total file storage. You can see how close you are to your storage limit by going to the Administration / Building section. If you are close to the limit and want an increase, please contact us.

Caution

Each individual file can have a maximum size of 30MB. If this is an issue for your use case, please contact us.