Documents
Store, organise, and preview every project file in one place — with attachments from Tasks, Issues, and Change Orders synced in automatically.
What is the Documents Module?
Documents is your project's file cabinet. Every contract, drawing, photo, meeting minute, and inspection report lives here — organised into folders you can structure however you like. The module also pulls in attachments from Tasks, Issues, and Change Orders automatically, so nothing important sits buried inside another module.
Documents live inside each project. Open any project from your dashboard and select Documents from the sidebar to get started.
Click "Documents" to expand · Then click any stage to see details
Uploading Documents
Click Upload (or drag files straight into the folder pane) to add files. For each upload you can:
| Field | What it does |
|---|---|
| File | The document itself — see supported types below |
| Title | How the file appears in the list (required) |
| Description | Optional notes — useful for revision info or scope |
| AI Extraction | Opt-in OCR for PDFs and images (takes 30–60 seconds) |
Supported file types: PDF, Word (.doc, .docx), Excel (.xls, .xlsx), CAD (.dwg), and images (.jpg, .png).
File size limit: 100 MB per file.
Organising with Folders
The folder tree sits on the left of the page — click a folder to see its contents on the right.
- Create folders — nest as deeply as your project needs (e.g.
Drawings → Architectural → Revision 3) - Rename and delete — everything is editable except the project root
- Move files — drag a document to a different folder
Structure your folders the way your team thinks about the project — by trade, by level, by drawing type, or by consultant.
Preview and Download
Click any document to open it in the built-in viewer — no download needed for most files:
- PDFs open in an inline viewer with zoom and page navigation
- Images open in a full-screen viewer you can flick through
- Other files can be downloaded with one click
For bulk export, tick multiple files and use Download to pull them as a set.
Where Documents Come From
Not every document needs to be uploaded manually. Bestrack automatically surfaces attachments from other modules as virtual folders inside Documents, so everything relevant to the project lives in one place.
Click the root to expand · Then click any source to see details
Virtual folders are read-only — to edit or remove the attachment, open the original Task, Issue, or Change Order. This keeps Documents as a single searchable view without letting it get out of sync with the source record.
Searching and Managing
The toolbar above the document list gives you the tools to stay on top of a busy project:
- Search — matches filename, title, and description
- Sort — by name (A–Z / Z–A) or upload date (newest / oldest)
- View toggle — switch between list and grid layouts
- Columns — show or hide Name, Description, Size, Last Updated, Updated By
- Multi-select — tick rows to run bulk download or delete
- Metadata — every file shows who uploaded it and when
Deletion prompts for confirmation to prevent accidents, and virtual folders cannot be deleted — they only clear when the underlying attachment is removed from its source record.