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Document Management

Tobias Patek
  • Updated

Overview

Document Management allows you to manage the plans and documents which are relevant for your projects within PlanRadar. There are several features which allow you to manage your documents:

  • 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.
    Read more below.
  • 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 Document Versioning & 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 Plan Approvals

Access & permissions

Document Management is available to Pro and Enterprise accounts*.

  • Pro has access to Document Management – Basic, which includes:
    • Unlimited document storage (fair use)
    • Document approvals by 1 reviewer
  • Enterprise has access to Document Management – Unlimited, which includes:
    • Unlimited document storage (fair use)
    • Document approvals by multiple reviewers
    • Plan approvals
    • Document versioning

*Only Pro and Enterprise accounts created after February 2022 are eligible to use the new 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 upload 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 below in section Permissions

How to access Document Management

Click Documents in the main menu of the web application:

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Document Storage & Organisation

General

All files

All your documents and files can be found in Documents > All files.
They are separated per project. See: Select a project

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Documents by layers covers the old way how PlanRadar managed documents.
It works differently than described below and is covered in a separate article.
See: Documents by layers

All platforms

You can access all files across all devices and most features are available on the web application as well as our mobile apps.
Permissions can be managed in the web application.

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)
  • 360° panoramas
  • Audio files
  • Videos

Access documents of a project

Select a project to access its files and folders.

All files and folders are separated per project.

  1. Click Documents
  2. Open the Project dropdown
  3. Click a project

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Create folders

  1. Navigate to All files or to the parent folder (where you want to create a folder)
  2. Click + Add new item
  3. Click New folder
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  4. Enter folder name
  5. Click Create

Add files and folders from your device

You can upload single files, multiple files or folders.

If you want to upload a folder including it's sub folders or empty folders, you must use drag & drop. Sub folder and empty folders are not created when using 'Upload folder' due to a browser limitation.

First step is always to navigate to the destination folder where the new items will be added.

There are then 3 ways to upload files: 

Drag & drop files or folder

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Use file browser to upload files

  1. Click + Add new item
  2. Click Upload file
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  3. The file browser of your operating system opens and you can select one or multiple files.

Use file browser to upload a folder

  1. Click + Add new item
  2. Click Upload folder
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  3. The file browser of your operating system opens and you can select a folder.

Add files from cloud storage services

  1. Click + Add new item
  2. Click Upload from Dropbox / Google Drive / OneDrive
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  3. You might need to login to your cloud service (if not already logged in).
  4. The file browser of your cloud service opens and you can select items.

Favourites

Add files or folders to your favourites to access them quickly on all your devices.

Add to favourites

Click the star icon to add a file or folder to your favourites:

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View favourites

Click Favourites to view all your favorite files and folders in one list:

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You can recognise files and folders that are marked as favourites by the filled star icon.

Remove from favourites

Click the star icon to remove a file or folder from your favourites:

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Move files and folders

Move files or folders to a destination folder:

Move single files or folders

  1. Click the More icon
  2. Click Move
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  3. Select destination folder
  4. Optional: Click back to navigate to the parent folder
  5. Optional: Click Create new folder to create a new subfolder in the current folder
  6. Click Move here
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Move multiple files and folders

  1. Select the checkboxes for each file or folder
  2. Optional: Select the select all checkbox
  3. Click Bulk actions
  4. Click Move
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  5. Select destination folder
  6. Optional: Click back to navigate to the parent folder
  7. Optional: Click Create new folder to create a new subfolder in the current folder
  8. Click Move here
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Duplicate a file

Duplicate a single file to create an exact copy. If versioning is used, the version history will not be duplicated and only the current version will be used for the new file.

Navigate to the file you want to duplicate.

  1. Click More
  2. Click Duplicate
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  3. Enter new file name
  4. Click Duplicate

Delete & restore files and folders

Files and folders are not deleted immediately, instead they are moved to trash first.
From there they can be restored or permanently deleted. Currently, items in trash are not deleted automatically.

The trash is synced across devices. It doesn't matter where you deleted a file or folder.

Move to trash

Delete single or multiple files or folders by moving them to trash.

Move single file or folder to trash

Navigate to the file or folder you want to move to trash.

  1. Click More
  2. Click Move to trash
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  3. Confirm

Move multiple files or folders to trash

  1. Select the checkboxes for each file or folder
  2. Optional: Select the select all checkbox
  3. Click Bulk actions
  4. Click Move to trash
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  5. Confirm

Restore deleted files and folders from trash

Restore a single file or folder

  1. Click Trash
  2. Click More
  3. Click Restore

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Restore multiple files or folders

  1. Click Trash
  2. Select the checkboxes for each file or folder
  3. Optional: Select the select all checkbox
  4. Click Bulk actions
  5. Click Restore
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  6. Confirm

Delete permanently

To delete files or folders permanently without a possibility to restore them anymore, there are two possibilities:

Empty trash

  1. Click Trash
  2. Click Empty trash
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  3. Type Delete
  4. Click Delete permanently
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Delete individual files or folders from trash

  1. Click Trash
  2. Click More
  3. Click Delete permanently
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  4. Type Delete
  5. Click Delete permanently
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Rename

Navigate to the file or folder you want to rename.

  1. Click More
  2. Click Rename

  3. Enter the new name
  4. Click Rename

Search for files and folders

Search for files and folders by their name

  1. Click in the search field and enter your search term
  2. See the search results

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Define where to search

By default, the search is performed in the current folder and all subfolders. 

Limit search to the current folder (excluding subfolders)

  1. Click the search settings dropdown
  2. Click Only this folder

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Expand search to all folders (independent from your current folder)

  1. Click the search settings dropdown
  2. Click All files

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Note that you can also search within Trash or – if available – Documents by layers.

Leave search

After finishing your search leave the search results page with:

Click Back to [Current folder] (in this example to the folder "Done"):

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Click X button in the search field

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Download files and folders

On iOS and Android downloading files to your device is done with the share function. See Share files with other mobile apps

In the web application there are multiple ways to download files to your local device and save the file outside of the PlanRadar app.

Download a single file or folder

  1. Click More
  2. Click Download

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Downloading a folder will pack all files into a ZIP file.

Download multiple files or folders

  1. Select the checkbox for each file or folder
  2. Optional: Select the select all checkbox
  3. Click Bulk actions
  4. Click Download

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Downloading files and folders will pack all files into a ZIP-file.

View file details

Open the file details to get more information about the file, including:

  • Small preview for specific file types - see: Supported file types
  • Current file version
  • Created on: when the file got uploaded
  • Created by: the user who uploaded the file
  • Size: file size
  • Folder: name of the parent folder
  • Original filename: file name before upload (cannot be changed)

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For folders, the following information is available:

  • Created by: the user who created the folder
  • Created on: when the folder got created
  • Folder: name of the parent folder

Open file details

  1. Click More
  2. Click File details

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Tip: While file details are open you can select other files or folders to see their details.

Upload a new file version

Unless approvals are used, uploading a new version of a file will replace the old version of the file as a new current version.

File versioning is only available to Enterprise accounts.

There are three ways to upload a new file version:

In the more menu of the files list

  1. Click More
  2. Click Upload new version

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In the file details tab

  1. Click More
  2. Click File details
  3. Click More in the Details tab
  4. Click Upload new version

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In the versions tab

  1. Click More
  2. Click File details
  3. Click Versions
  4. Click Upload new version
  5. Click Upload file (or upload from Dropbox, ...)

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If you are using file approvals, read more in Document Versioning & Approvals.

Mobile only features

Offline access for mobile apps

Make file available offline

Use the "Make available offline" feature to ensure certain files are always available even when you are offline.

  1. Navigate to the file or folder
  2. Tap More
  3. Tap Make offline availablemceclip1.png

View "available offline" files

Tap Offline (in the bottom tool bar) to see a list of all files that you marked as "make available offline" before.

The icon next to 'Created on' (when file got uploaded to Documents) indicates that the file is marked as "make available offline".

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Files you recently opened are cached for some time and might be available offline as well. Files not accessible offline are shown greyed out.

Share files with other mobile apps

Any file can be downloaded and shared outside of PlanRadar.

  1. Navigate to the file that you want to share
  2. Tap More
  3. Tap Share
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  4. Continue in your file sharing system dialogue

Permissions

Permissions regarding document approvals are described in Document Versioning & Approvals

Document Management access can be controlled with specific role permissions to define which in-house users can view, create, edit or delete files and folders in their projects in Documents.

  • Create: user can create folders, upload files and folders, restore from trash

  • View: user can view files and folders including trashed items

  • Edit: user can rename and move files and folders and update files with new versions

  • Delete: user can delete file versions, move to trash and delete from trash

Subcontractors have no access to files in general.
Watchers can view all files, but they cannot edit or add files.

These Document Management role permissions have no effect on documents in Documents by layers.

  1. Click User Management
  2. Click Roles
  3. Click + Create role (or click on an existing role to edit it)
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  4. Scroll down to Document Management
  5. Select the checkboxes Create, View, Edit and/or Delete to grant those permissions
  6. Click Save

 

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