Managing Project Files: Centralized File Management

You can work with all project files centrally—whether they relate to an entire project or a specific record. You can view, filter, and preview files, as well as upload new versions and link files to records.

Attention: The functionality is available in the Modern UI when the Document Management feature is enabled on the Enable/Disable Features (CS100000) form.

Finding All Project Files by Tag

The Manage Project Files by Tag (PM509000) form brings together all files attached to a project and its related records. You can work with files by tag based on your access rights to each tag.

Tip: To open this form while viewing a project, click Files on the form title bar of the Projects (PM301000) form.

To start working on the Manage Project Files by Tag form, select the project in the Project box to view its status, manager, and start date. By default, the All Files node is selected, and the central pane shows all the project’s files.

When you select a tag, the system shows only the files associated with that tag. You’ll see each file’s name, size, latest version details, uploader, and assigned tags. The name of the central pane reflects the selected tag.

Attention: On this form, you can view only files attached to a record—not to a record’s detail line. To see these files, you use the Files menu on the form title bar of the corresponding form.

To quickly see a PDF file or image, you can open a preview pane by clicking a row with a file; its contents are shown in the File Details pane. If you click an image, a full-screen view of it opens.

Finding Project Files by Record

You can find all the files associated with project-related records—such as change orders, project issues, or tasks—in one place. You use the new Manage Project Files by Record Type (PM509500) form to manage files attached to or linked to a project-related record.

Important: If you have access to a form, you can access its attached files.
Work with this form as follows:
  1. Select a project in the Project box; The system shows its status, manager, and start date.
  2. In the Record Types pane, select a record type. The central pane shows the files associated with records of that type. For each file, you’ll see the record's ID, the file name, size, uploader, associated tags, and latest version details.
  3. For any PDF file or image, click the row with the file to view its contents in the File Details pane. If you click an image, a full-screen view opens.
Attention: The Manage Project Files by Record Type form shows only files attached to a record—not to individual table rows. To see them, you use the Files menu on the form title bar of a corresponding form. The system doesn’t show files attached to individual table rows.

Finding Files Attached to a Record

If you're looking for a specific file or set of files attached to a project-related record, it's easy to narrow the list or find the file you need. On the Manage Project Files by Tag (PM509000) form, click Filter to open the filtering area. Here, you can narrow project-related records by their type, reference number, file name, or tag. To see only the files that you’ve uploaded, select My Files.

The Manage Project Files by Record Type (PM509500) form includes a similar filtering area that helps you to quickly find the file you need.

Working with Files

On both the Manage Project Files by Tag (PM509000) form and the Manage Project Files by Record Type (PM509500) form, you manage files through the File Details pane toolbar and the row-level More menu (to view this, click …). Here you'll find buttons and commands to:

  • Download the latest version of a file
  • Upload a new version (with a maximum size of 25,000 KB)
  • Open the file on the File Maintenance (SM202510) form
  • Check the file out or in
  • Link the file to a project-related record or another project
  • Delete the file
Attention: The visible and available buttons and menu commands depend on your user role's access level.

On the Manage Project Files by Tag form, you can also perform the following operations:

  • Upload files
  • Remove the link to the file from a record

Checking Out a File

You check a file out to edit it and prevent others from making changes or deleting it. To do this, click Check Out on the File Details pane or on the row-level More menu (click …) of the Manage Project Files by Tag (PM509000) or Manage Project Files by Record Type (PM509500) form. In the Check Out File dialog box, enter a reason and then click OK.

When you're done editing the file, make it available to other users by clicking Undo Check Out on the File Details pane or on the row-level More menu (click …).

Looking Up File Details

You may need to learn more about a file or edit its name. On the Manage Project Files by Tag (PM509000) or Manage Project Files by Record Type (PM509500) form, you can use the following tabs in the File Details pane:

  • Summary: View and edit the file’s tags and name; view checkout information (if any)
  • Versions: Review the file’s version history, including its size, upload dates, and uploader
  • Entities: View the records that the file is attached to or linked to
  • Note: Read or add a note about the file

Using Additional Tagging Options

When uploading a file directly on the File Maintenance (SM202510) form, you can assign tags to ensure that users have the needed access level to it.

Also, you can add tags to files attached to the Drawing Log (PJ303000), Photo Log (PJ305000), and Photo (PJ305010) forms by using the Tags box on these forms.