Photos and documents on a project

Where files live

A project keeps its files on two tabs: Photos and Documents. You never choose which one a file goes to. An uploaded image or video always lands on Photos; a PDF, Word or Excel file always lands on Documents.

Within each tab, files are grouped into categories your account controls. Each category becomes a folder (photo categories under /photos/, document categories under /documents/), and you can switch how the tab groups files: Documents offers Recent or Category; Photos also adds Uploaded By.

Uploading

Open the project and go to the Photos or Documents tab. Each has its own upload control: pick one or more files, choose a category, and press Upload. Documents accepts PDF, DOC, DOCX, XLS and XLSX; Photos accepts JPG, PNG, GIF, WEBP and HEIC, plus MP4, MOV and WEBM video. Uploading takes Create on Project Files.

There's a second way to add a document: the Company Docs button on the Documents tab. It copies one of the project's location's company documents into the project. If that company document already has fields placed on it (a signature block, for instance), it opens straight in the document editor with those fields ready, instead of landing as a plain upload.

Managing a file

Open a file's ⋮ menu for Open, Rename, Move (change its category), Copy to project, Share to Portal / Unshare from Portal, and Delete; a PDF also gets Edit Document. Copy to project copies the file into a different project's matching category without removing it here; if it had been shared to the customer portal, the copy arrives unshared and has to be re-shared on the new project.

On Photos, select several photos at once (selection carries across categories) to get a toolbar with Move, Delete, and Print / Create PDF. Print / Create PDF builds a report out of the photos you selected: a company header, an optional page title and claim number, photos per row, which per-photo details to print (name, taken date, upload date, uploader, GPS coordinates), page numbers, and a watermark. You can print it on the spot or save it into the project's files; a report of more than 100 photos is built in the background and shows up in Files once it's ready.

If CompanyCam is connected for your account, a CompanyCam button appears on Photos. It lets you pick a CompanyCam project and pull its photos into this project, or push this project's photos out to it, without duplicating anything already synced.

Sending a document for signature

Open a PDF with Edit Document to get Add Text Field, Save Draft, and Send. Send opens a drawer where you choose a recipient - the customer, the adjuster, the project's assigned sales rep or PM, or a custom name and email - write a short message, and, if the document needs a second signature, require a countersignature from the assigned sales rep/PM after the recipient signs. This requires DocuSign to be connected for the account; Send is blocked until it is.

Everything you send shows up in a Sent Documents list at the bottom of the Documents tab, moving through Draft, Sent, Viewed, Signed and Voided. If a signing email can't be delivered, that send is flagged so you know to check the recipient's address and resend it.

Who can do this

Opening either tab and viewing a file takes View on Project Files. Uploading takes Create on Project Files. Renaming, moving, copying a file to another project, sharing or unsharing it to the portal, and opening the document editor all take Modify on Project Files together with Modify on Projects. Deleting a file takes Delete on Project Files together with Modify on Projects. Adding a new photo or document category, on the Custom Fields screen under Settings, takes Create on File Category.