Manage project files

The Files tab holds a project's documents: drawings, specifications, contracts, submittals, billing forms and more. Each file has a category and a type, can keep several versions, and is either public or private. Public files show on the project's share link (see Share project files).

Browse filesCopy Anchor Link

1. Open the project and go to Files.
2. Pick a view with the toggle next to the file count:
   • Grouped view (the default) shows one section per category, with a file count. Open a section to see its files and folders. A line under the sections lists any Empty categories.
   • List view shows every file in one table with the columns Name, Type, Kind, Size, Last updated by, Last updated, Version and Visibility. Click a column heading to sort by it.

The Procurement section notes that its files are internal to your company and never show on the public project dashboard.

Upload filesCopy Anchor Link

1. On Files, click Upload files. You can also drag files from your computer anywhere onto the page.
2. Click Select files, or drag files into the box. You can upload up to 10 files at once. A file you already added is skipped.
3. Check each file's name. BidUnity fills it in from the file name, without the extension, dashes or underscores. To swap a file, click its Choose a different file icon. To drop it, click the X. Click Add more files to add others.
4. Under Category and type, pick a category and a document type, such as Plans & Specifications > Drawings. Both are required. If no type fits, pick Custom... at the end of the category, type your own name and click OK.
5. Optionally, choose or type a Folder to group related files within the category.
6. Set Visibility. It is on by default, which means Shown on public project dashboard. Turn it off to keep the files private.
7. Click Upload.

Some files are always private, and the Visibility switch is locked for them:

• Every file in the Procurement category.
• The types Material Quote, Requisition, Purchase Order Confirmation and Internal Forms.

Categories and typesCopy Anchor Link

A lien release is a signed form in which a contractor or supplier gives up the right to put a claim (a lien) on the property for work that has been paid for.

Company Information filesCopy Anchor Link

Some documents belong to your whole company, not to one project: W-9, Contractor's License, Contractor's Standard Warranty Policy, Company Safety Plan, Competent Person Certification List and Internal Forms. When you upload one of these types, from any category, the dialog tells you the file will be linked to your company and available on all projects.

• Upload these one at a time. Upload stays off while more than one file is selected.
• Your company keeps one document of each of these types. If one already exists, the dialog warns you, and the new file becomes a new version of it.
• These files show on the Files tab of every project. Editing or deleting one changes it on every project.
• You can't change the type of a Company Information file, and you can't change another file into one of these types.

View a fileCopy Anchor Link

Click a file's name to open it. The viewer has three tabs:

• Preview shows images, PDFs and text files. For other file types, click Download file.
• File info shows the file's details. See Edit file details.
• Version history lists every version. See Upload a new version.

Click Download to save the file. When you are looking at an older version, Download becomes a menu, so you can pick the version you want.

Upload a new versionCopy Anchor Link

Use a new version when a document changes, such as a revised drawing. Older versions stay in Version history.

1. Open the file.
2. Click Upload new version and choose the file. It uploads straight away and becomes the current version.

You can also drag a file onto the open viewer. BidUnity asks you to confirm, and you click Upload as new version.

To look at an older version, go to Version history and click Preview on its row. A yellow bar shows which version you are viewing. Click Switch to current version to go back.

Edit file detailsCopy Anchor Link

1. Open the file and go to File info.
2. Click the pencil icon next to the detail you want to change:
   • Document name: type the new name and click Save.
   • Category and Type: pick a new category and type. Moving a file into Procurement makes it private.
   • Folder: pick or type a folder.
3. To change who can see the file, use the Visibility switch. Making a file public asks you to confirm with Make public. Making it private takes effect at once. The switch is off for Procurement files.

Delete a file or a versionCopy Anchor Link

1. Open the file and go to Version history.
2. Do one of the following:
   • If the file has more than one version, click Delete on the current version and confirm. Only the current version can be deleted. The version before it becomes the current version again.
   • If the file has only one version, click Delete document and confirm. The file is removed.

A delete can't be undone.