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How can I manage my project documents?

Once your project documents have been uploaded, it is essential to manage them properly. Any changes you make are immediately visible to all your colleagues, ensuring streamlined collaboration within the project team.

What will you find in this article?

  • Editing documents: How to enable editing functions for selected files.

  • Key management functions: Explanation of phasing, deleting, and marking documents.

  • Version control: How to notify subcontractors about new document versions.

  • Moving documents: Organizing files into the correct (sub)folders.

Summary

You manage project documents by selecting them and using the Edit button. This allows you to move files to new phases, manage versions, or mark outdated documents. To ensure subcontractors receive accurate information, using version control is always recommended over simply deleting files.

Prerequisites and Target Audience

This article is intended for estimators and work planners who are responsible for keeping the project file up to date. You must have write permissions within the relevant project to save changes.

Editing documents

To make changes to your files, follow these steps:

  1. Select one or more documents by clicking the checkbox next to the filename.

  2. An additional Edit button will appear at the top.

  3. Click Edit to open the menu with functions.

Important management functions

Within the Edit menu, you have several options to adjust the status of your documents:

  • Move to new phase: This allows you to transfer documents when the project moves from, for example, the estimation phase to work planning.

  • Mark as obsolete: Use this function for documents that are no longer current but that you want to keep in the history.

  • Delete: Use this only if a document really needs to be removed.

    Note: Deleted documents are immediately hidden from subcontractors. Links in already sent requests for proposals will also no longer work.

Version Control

Version control is the safest way to update documents that have already been shared with external parties:

  1. Use the Version Control feature in the Edit menu.

  2. Link the new version to the existing document and mark the old version as expired.

  3. Benefit: Subcontractors automatically receive a notification that a new version of the document is available, so they don’t work with outdated information.

Moving Documents

You can easily clean up the folder structure by moving files:

  • Dragging: Use the icons (often three dashes or dots) next to the document name to manually drag a file to another (sub)folder.

  • Menu: Select the documents, go to Edit, and choose the Move to Another Folder option. Then select the destination folder from the list.

Frequently Asked Questions (FAQ)

Question: What does the subcontractor see when I mark a document as outdated? Answer: The subcontractor receives a notification that the document has been replaced. This prevents them from accidentally basing a proposal on an outdated drawing.

Question: Can I restore a deleted document? Answer: No, deletion is permanent. If you accidentally deleted a document, you will need to upload it again and, if necessary, link it back to the correct Workpackages.

Troubleshooting

  • Symptom: I cannot locate the “Edit” button.

    • Cause: You have not selected any documents yet, or you only have read-only access to this project.

    • Solution: First, check the desired documents. If the button still does not appear, contact the project administrator to verify your permissions.