Document Management – PlanRadar HelpCenter

Overview

Document Management allows you to manage all documents, plans, and other files that are relevant for your projects within PlanRadar.

The following key use cases are possible with PlanRadar:

Document Storage & Organisation – Upload, organise and store all documents in PlanRadar, like how you would store in other file sharing software, and benefit from having access to them in the same PlanRadar platform as all other project data. Documents and files can be accessed from the PlanRadar mobile app even in offline mode.
Read more below and in Add & Manage Files/Folders and in View & Find Files/Folder.
Document Versioning & Approvals - Ensure your team is always working off the latest version. Upload new versions of documents and see version history, to track all changes and updates throughout your project. If you need to sign-off on a document, you can send it to team members for approval.
Read more in Create & Manage File Versions and in Approvals > Document Approvals
Plan Approvals - Similar to documents, when you upload plans and new plan versions, you can send them for review and approval.
Read more in Approvals > Plan Approvals
File/Folder Access Control - Define which users or roles can access specific files or folders.
Read more in File/Folder Access Control.

Access & permissions

Document Management is available to Pro and Enterprise accounts*.

Only Enterprise accounts created after February 2022 are eligible for Document Versioning.

*Only Pro and Enterprise accounts created after February 2022 are eligible to use the Document Management feature. If you have an older Pro or Enterprise account you can continue to use Documents by Layers or contact us to upgrade your account.

If your PlanRadar account was created before the release of the new Document Management feature (i.e. you could manage documents under Tickets > Document view) you can still access this functionality via Documents by Layers. Attaching documents to tickets is not affected by these changes.

Only in-house users can have full access to Document Management in their projects.
Read more in Permissions and in Role Permissions > Document Management.

Click Documents

Tap Documents in the main menu

Sidebar Sections

On the left side you find a sidebar which contains several sections:

All files is the place where you can manage all your documents and files in a folder structure similar to your local filesystem or other cloud drives. Read more in View & Find Files/Folders and in Add & Manage Files/Folders.
Ticket attachments – read more in View & Filter Attachments of All Tickets in the Webapp.
Documents by Layers is only visible to PlanRadar accounts created before February 2022 and covers how documents could be managed in PlanRadar in the past. Read more in: Documents by Layers
Favourites: You can add and remove files and folders to Favourites for quick access. Read more in View & Manage Favourite Files/Folders.
Shared Items: View files that somebody shared with you. Read more in File/Folder Access Control
Activity – read more in View Activity Log for Files & Folders in the Webapp.
Trash: You can view and restore files which have been moved to trash. Read more in Add & Manage Files/Folders > Delete & Restore Files/Folders.
Approval requests got moved to Approvals > Document Approvals. Read more in View & Manage Approvals.
Settings to add approval workflows to this project. Read more in Manage Approval Workflows of a Project > Manage Workflows of Documents.

Supported file types

There is no restriction on the types of files that can be uploaded.

The following file types can be previewed in PlanRadar:

PDFs
Images (JPG, PNG, GIF, BMP, HEIC)
360° panoramas
Audio files
Videos

Maximum File Size

The maximum size of a single file is limited to 2 GB.

Daily Update Email

Receive a daily update email about which files were uploaded or updated in Documents in all your projects. Read more in Configure E-Mail Notifications > Document Management Notifications.

Document Versioning

For each file it is possible to store multiple versions in PlanRadar. Each file has a name which can be changed and for each version metadata is maintained including:

Version index
Original filename
Creator
Creation date
Size

Versioning is only available for files in All files (it is not available for files in Documents by layers).

Current Version

For each file there is a current version, which is the file version that is opened when the file is clicked or downloaded. Metadata in the files list and in the file details tab is always referring to the current version.

The current version is the

latest approved version, if there is any approved version, otherwise it is the
most recent version.

File Operations and Versioning

When moving a file to another folder, into trash or when restoring it from trash, the whole file with all its versions is moved.

When a file with versions is deleted permanently from trash, all its versions are deleted as well. Instead of deleting the whole file, it is also possible to delete a specific file version.

When duplicating a file with versions only the current version is used for the new file ignoring any other version.

Read more in Create & Manage File Versions.

Document Versioning and Approvals