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Documents & Files
The Documents hub (on the Team page) is a single, tenant-wide store for the paperwork that follows your buildings and projects — for both contractors and owners. Upload once, and the same document surfaces everywhere it's relevant.
Document Types
Every document carries a type: contract, change order, service agreement, insurance certificate, warranty, guaranty, O&M manual, permit, spec, report, photo, closeout, or general. Dated types (like insurance certificates and warranties) carry effective and expiry dates, which feed expiry tracking.
Scoping: Where a Document Lives
A document can be scoped to any combination of site, structure, project, customer, or device — or none, making it tenant-wide. Scoping controls where it appears:
| Scope | Where it surfaces |
|---|---|
| Structure | The structure's Files tab |
| Project | The project's Files tab — and the customer's files card automatically |
| Customer | The customer detail page's files section |
| Device | The device drawer's Files section and the grid's paperclip column |
| None | The tenant-wide Documents hub only |
Versioning
Versioning is identity-based: re-uploading a document keeps its identity and adds a new version. Everything that references the document — links, cover photos, device attachments — automatically follows the latest version, and the full version history stays available.
Files on Devices
Devices support two kinds of attachment:
- A device's own files — a warranty or serial-number photo that belongs to that one device.
- Linked references — one document attached to many devices, like a spec sheet shared across fifty cameras. Link in bulk from the Sheets grid: select rows, then Attach document.
A device's file list shows the union of both; linked files can be detached without touching the original document.
Compliance: Required Documents
Compliance rules declare "this scope must have a live document of this type" — for example, an insurance certificate on every structure. When no live document satisfies a rule, it renders as Missing on the Files tab's compliance strip, so the certificate you never realized you lacked surfaces before it becomes a problem.
Set a cover photo on any structure from its Files tab — the starred photo becomes the hero image on the structure's overview, and re-uploads follow the latest version automatically.