Uploading and Organizing Documents

Think of the File Upload feature in IntoAEC as your project’s digital filing cabinet—secure, organized, and always within reach. From contracts and reports to reference materials, everything you need can be stored in one place and accessed whenever required. 

What You Can Do Here

1. Upload Files – Add contracts, reports, or supporting documents with ease.
2. Organize Folders – Group related files together for quick navigation.
3. Manage Documents – Rename, move, or replace files as your project evolves.
4. Access Anytime – Retrieve the right document instantly without searching through endless drives or emails.

When you choose to upload, an Upload File pop-up will appear, making the process quick and simple.

How It Works

Drag and Drop – Drop your files directly into the popup window.

Browse to Upload – Click to open your file explorer and select the files you need.

Adding Files and Folders

Using the “New” Button

1. Located at the top-right corner, the New button gives you two options:
2. upload File – Opens your file explorer so you can select and upload a file directly from your computer.
3. Create Folder – Enter a folder name in the Folder Name field (mandatory) and click Create. The folder will instantly appear in your document list, ready to hold related files.

Pro tip: Use folders to group documents by category—like contracts, drawings, or reports—for easier navigation later.

Filtering and Managing Uploaded Documents

The document section makes it easy to find and manage files, even when your project library grows large. With filters and clear document details, you can quickly locate what you need and control how it’s shared.

Filtering Documents

• To narrow down your search, use the two available filters:
• Uploaded By – View files uploaded by a specific user.

1. Uploaded On – Find files based on their upload date.

After applying filters:

1. Click Apply to see filtered results.
2. Click Clear to reset and display all files again.

Viewing Uploaded Files

Once uploaded, files and folders appear in a table with the following details:

1. Title – The file or folder name.
2. Timestamp – The date and time the file was uploaded.
3. Uploaded By – The username of the uploader.
4. File Visibility and Access Options

Visible to Customers – Enable this toggle to make the file accessible to customers (e.g., through client portals or shared views).

Allow to Download – Turn this on to let users or customers download the file. If disabled, the file can be viewed (if supported) but not downloaded.

Pro tip: Use filters along with folder organization for faster access—especially on large projects where hundreds of documents may be stored.

File Actions

Each uploaded file or folder comes with a set of actions that help you manage and organize your documents more effectively.

Available Actions

• Move – Relocate a file or folder into another folder.
• Download – Save a copy of the uploaded file to your computer.
• Rename – Update the name of a file or folder for better clarity.
• Renaming Files or Folders
• Click on the three-dot menu beside the item.

Select Rename.

1. A popup will appear with a text field labeled Rename.
2. Enter the new name and click Save to update.

Pro tip: Use clear and consistent naming conventions (e.g., “ProjectName_Report_July2025”) to make searching and filtering faster.

Deleting Files and Folders

When a file or folder is no longer needed, you can permanently remove it from the system.

How to Delete

1. Go to the Trash section.
2. Click the three-dot menu next to the trashed file or folder.
3. Select Delete.

A confirmation popup will appear with the message:

“Are you sure you want to delete [File Name]?”

Click Yes to delete it permanently.

Pro tip: Always double-check before confirming deletion—once removed permanently, files cannot be recovered.

• Move to Trash: Temporarily move the file to the trash. 

Moving Files and Folders to Trash

If a file or folder is no longer needed but you don’t want to delete it permanently right away, you can move it to the Trash.

How to Move to Trash

1. Click the three-dot menu next to the file or folder.
2. Select Move to Trash.
3. A confirmation popup will appear with the message:
4. “Are you sure you want to trash [File Name]?”
5. Click Yes to confirm.

Once moved, the item will appear in the Trash section, where you can either restore it later or delete it permanently.

Pro tip: Use Trash as a temporary safeguard—items here don’t clutter your workspace but can still be recovered if needed.

Folder Actions

Folders come with their own set of management options, giving you flexibility to organize and maintain your document structure.

Available Actions

• Rename – Update the folder name to keep your workspace organized and clear.

• Delete – Permanently remove the folder and all its contents.

• Move to Trash – Temporarily remove the folder with the option to restore it later if needed.

Pro tip: Use Move to Trash instead of permanent delete when you’re unsure—this keeps your workspace tidy while preserving the option to recover files.

Viewing Trash

The Trash section stores files and folders that have been temporarily removed, giving you the option to either restore them or delete them permanently.

How to Access Trash

Click View Trash to open the Trash section. From here, you can review all trashed items, restore what you need, or clear out files permanently.

Pro tip: Check Trash before deleting permanently—it acts as a safety net in case something was removed by mistake.

Restoring Files and Folders

If you move something to the Trash by mistake, you can easily bring it back.

How Restoration Works

• When a file or folder is restored:
• It is returned to its original location in the document list.
• The item appears exactly where it was before being moved to Trash.

Pro tip: Use restore instead of re-uploading—it saves time and ensures the document history stays intact.