How to Manage Documents and Files in Built Simple: Complete Guide

Built Simple’s document management system keeps all your project files organised, accessible, and secure. From plans and specifications to daily photos, inspection reports, and client correspondence, everything is in one place with powerful search and sharing capabilities. By centralising files, teams reduce mistakes, avoid lost documents, and maintain a clear record for audits, approvals, and client communication. This guide covers both web and mobile platforms, with tips for efficiency, security, and collaboration.

Document Structure

Understanding the Hierarchy

A well-defined hierarchy ensures files are easy to find and consistently organised across all projects:

Company Documents

• Project Documents
  • Plans & Drawings
  • Specifications
  • Contracts
  • Photos
  • Reports
  • Correspondence
  • Custom Folders

If you’re just getting started, see [How to Create Your First Construction Project in Built Simple: Step-by-Step Guide] to set up your project before uploading documents.

Document Types Supported

• PDF – Plans, specifications, inspection reports, contracts
• Images – JPG, PNG, HEIC (daily site photos, marked-up drawings)
• Office – Word, Excel, PowerPoint for forms, schedules, and presentations
• CAD – DWG, DXF (view only, no editing)
• Emails – EML, MSG for project correspondence
• Archives – ZIP, RAR for batch uploads

Tip: Standardise your file types across the company to reduce compatibility issues.

Uploading Documents

Web App Upload

Method 1: Drag and Drop

1. Navigate to your project’s Documents tab
2. Drag files from your computer into the desired folder
3. Drop to initiate upload
4. Upload progress is displayed with file count and percentage
5. Auto-processing begins for previews and indexing

Method 2: Upload Button

1. Click “+ Upload”
2. Choose files or entire folders
3. Use Ctrl/Cmd to select multiple items
4. Select the correct destination folder
5. Add optional descriptions and tags
6. Click Start Upload
   

Bulk Upload

1. Click “Bulk Upload”
   
2. Options include ZIP files or folders with subfolders
3. Folder structure is preserved automatically
4. Upload progress shows file count and speed
5. Notification email is sent once complete

Mobile App Upload

Quick Upload

1. Tap “+” in the Documents section
2. Choose from: Take Photo, Select from Gallery, Scan Document, Import from Apps
3. Select destination folder
4. Upload is done instantly with metadata (location, task, weather, user)

Photo Documentation

• Take photos directly from any task or location
• Auto-tags include date/time, area, task, weather, and user
• Supports high-resolution uploads

Scanning Features

• Multi-page scanning with automatic edge detection
• PDF creation and OCR for searchable text
• Auto-enhancement options for clarity and readability

Organising Documents

Folder Management

Creating Folders

1. Click “New Folder”
   
2. Name logically by phase, trade, type, or date
3. Assign permissions based on role or team
4. Add description for clarity

Moving Documents

• Drag and drop between folders
• Bulk move for multiple files
• Maintains links and references automatically

Naming Conventions

Best Practices

• [Date]_[Type]_[Description]_[Version]
• 2024-07-30_PLAN_Ground-Floor_v2.pdf
• 2024-07-30_PHOTO_Slab-Pour-Complete.jpg
• 2024-07-30_REPORT_Site-Inspection.pdf

Auto-Naming Rules

• Photos: Date + Location + Task
• Reports: Template name + version
• Imports: Original filename + upload date

Tagging System

• Tags allow fast filtering, cross-project searches, and reporting
• Examples: Draft, Approved, Electrical, Plumbing, Rough-in, Urgent
• Apply tags individually or in bulk

Version Control

Document Versions

• Upload new versions without losing previous files
• Add notes about changes, requester, and impacted areas
• Version history shows number, uploader, date, file size, and comments

Check-In/Check-Out

• Lock documents during editing
• Notify other users when checked out
• Upload revised version with notes when done

Sharing and Permissions

Internal Sharing

• Share with individual team members, teams, or roles
• Permission levels: View, Download, Comment, Edit, Delete, Share

For best practices on collaborating with your team on documents, see [How to Collaborate with Your Team in Built Simple: Complete Collaboration Guide].

External Sharing

• Password-protected share links
• Expiry dates and download limits
• Watermarked files for client-facing documents
• Approved documents automatically shared via client portal

Bulk Sharing

• ZIP downloads or portal packages
• Track engagement and downloads
• Share multiple folders with a single click

Searching and Finding

• Quick search: by name, tags, content, or comments
• Advanced search: filters by type, date, size, uploader, or stage
• Smart filters: most recent, awaiting approval, expiring soon

Document Workflows

• Approval processes: sequential, parallel, or conditional
• Automated notifications for approvals and deadlines
• Document templates for site diaries, inspection reports, and progress claims

Mobile Document Management

• Offline access with selective downloads
• Quick actions: share, open in other apps, print
• Built-in scanning with auto-upload and PDF creation

For detailed guidance on using the Built Simple mobile app on-site, refer to [How to Use Built Simple Mobile App On-Site: Field Worker’s Complete Guide].

Integration Features

• Email to project address automatically files correspondence
• Cloud sync: Google Drive, Dropbox, OneDrive, Box, SharePoint
• Two-way sync and conflict handling

Document Security

• Role-based access, folder-level security, and audit trails
• Encrypted storage and secure transmission
• Backup and disaster recovery ready

Best Practices

• Use consistent structure and naming conventions
• Tag documents for quick finding
• Maintain version control and regular cleanup
• Review files before sharing and track external access

Troubleshooting

• Upload issues: check file size, type, and internet connection
• Missing documents: check filters, folders, and permissions
• Sync problems: manual sync and review logs

Advanced Features

• OCR and searchable PDFs
• Document analytics: most viewed, shared, or accessed
• AI suggestions for auto-categorisation and duplicate detection

Quick Reference

• Mobile gestures: tap, long press, swipe, pinch
• Web shortcuts: Ctrl/Cmd + U, N, F, Delete, Space

Next Steps

1. Advanced search techniques
   
2. Template creation
   
3. Workflow automation
   
4. Mobile scanning tips
   

Need Help?

• Support: [email protected]
• Guides & Tutorials
• Helpful Articles
• Live chat: In-app support