Documents

The Documents module brings folders, files, document versions, review workflows, naming conventions, and project folder templates into one workspace.

Use it to organize general and project-related files, assign upload responsibilities, review controlled documents, and track the history of changes and decisions.

Fabritec distinguishes between normal files, which are stored without a review workflow, and controlled documents, which have an assigned uploader, review steps, versions, and a linked task.

Where to Find Documents

Navigate to:

Main menu → Documents

The global workspace includes six tabs: Files, Required, My reviews, Workflow, Naming, and Folder Structure. The tabs and actions available to you depend on your permissions.

The folder tree includes general folders and a Projects navigation branch for accessible project document areas.

Related article: For working with documents inside an individual project, see Project Documents in the Projects articles.

Documents Tabs

Tab	Purpose
Files	Browse folders, upload normal files, create controlled documents, manage permissions, and inspect versions and activity.
Required	Find documents awaiting their first upload or a corrected version after review.
My reviews	Find documents whose active review step is assigned to you.
Workflow	Create and maintain reusable sequences of document review steps.
Naming	Define reusable filename patterns and apply them to folders.
Folder Structure	Prepare reusable folder layouts and settings for new projects.

Before You Begin: Access and Permissions

Documents access combines your system permissions, your effective folder permissions, and any restrictions on the selected file or document.

Permission or access requirement	What it controls
View Files	Access to the Documents workspace. This is required even for folders marked Visible to everyone.
Upload Files	Creation of top-level general folders in Documents. It does not independently grant controlled-document version upload rights.
Manage Documents and Workflows	Workflow template management, controlled-document creation and configuration, and folder workflow settings. Applicable folder permissions are also required.
Upload Document Versions	First and replacement uploads for controlled documents, including submission hours. Folder upload permission is also required.
Manage Naming Conventions	Creation, editing, cloning, and deletion of naming conventions.
View / Manage Folder Structure Templates	Viewing or administering project folder templates.
Active-step reviewer assignment	Permission to approve or reject the document at its current review step. Management access alone does not authorize another user's review.

An unavailable action may reflect missing permission, a locked version, a completed workflow, or a system-managed location. Opening another tab does not bypass these restrictions.

1. Files

The Files tab is the main working area for folders, normal files, and controlled documents.

Understanding the Layout

The folder tree on the left lets you expand folders and navigate between locations. The breadcrumb above the contents identifies the current location. Use the folder-panel toggle to show or hide the tree.

The folder contents on the right display the selected folder's immediate files and subfolders.

Column	Description
Name	File, document, or folder name. Icons identify folders, documents, locks, and system-managed items.
Version	The current uploaded version, where applicable.
Size	File size, where available.
Last Modified Date	The displayed modification date. The creation date is used when no modification date is recorded.
Status	Folder identification or the controlled document's current state. Normal files do not have review status.
Item Actions	The three-dot menu containing actions available for that item.

Use the column chooser to show or hide optional columns, including Workflow, Extension, Created on, Created by, Last modified by, and In folder for search results.

Selection, Name, and Item Actions remain available. Column preferences are remembered in the browser, and the chooser includes a reset option. When no modifier is recorded, the displayed Last modified by value falls back to Created by.

Searching, Sorting, and Changing the View

Enter a name in Search this folder to search the selected folder and its subfolders. Results include only items you are authorized to see. In folder identifies a search result's containing folder.

Search matches file and folder names; it does not search text inside documents. A search started from a navigation-only folder can return accessible descendants without granting access to that folder's protected contents.

Use the sort control to arrange items by the available criteria, including Name, Size, Version, Last modified, and Created on, in ascending or descending order. Folders remain grouped ahead of files.

Use the view toggle to switch between the table and file cards. Click Refresh to reload the current view.

Status Filters

Filter	What it shows
All	Accessible items in the current folder, including its immediate subfolders.
Approved	Controlled documents whose review workflow is complete.
In review	Controlled documents with an active review step.
Changes requested	Controlled documents whose current review step was rejected and that need a replacement upload.

The counts reflect the accessible contents, not only the items on the displayed page. Documents with no uploaded version are also tracked in Required.

For eligible controlled documents, a quick-action icon beside the name offers Review, Upload first version, or Upload new version for requested changes. Review takes priority when it is your next authorized action. The icon opens the same upload or review dialog used elsewhere in Documents.

Selecting Multiple Items

Select the checkbox beside an item to display the selection toolbar. Depending on the selection and your permissions, it can provide Download, Copy, Cut, Upload, Rename, Clear, and Delete.

Files are displayed in pages of up to 50 items. Select all items applies to the full current folder/filter or the returned search results, not just the displayed page. Selection is retained when changing pages or switching the view, but clears when changing the folder, filter, or search.

Selecting all items in an ordinary folder listing does not recursively select every descendant. Actions on a selected folder may still include its contents, as explained below.

Creating a Folder

Open the location where the folder should be created.

Click New folder.

Enter the required Folder name and choose whether to enable Visible to everyone.

Click Create folder.

To create a folder inside another folder, open the parent first or use New subfolder from its three-dot menu.

Creating a top-level general folder requires Upload Files. The creator receives Folder Control on the new folder. Creating ordinary subfolders requires the appropriate edit-level folder access.

Names cannot contain reserved characters such as \ / : * ? " < > |, control characters, or leading/trailing spaces or dots. Some names and root locations are reserved for system use. Duplicate ordinary folder names receive a suffix.

Folder Actions

Open a folder's three-dot menu to see its available actions.

Action	Purpose
Open folder	Browse its contents.
Permissions	Manage visibility and user or department access.
Assign workflow	Set the workflow for future controlled documents and optional default reviewers.
Assign naming convention	Apply a filename pattern to the folder.
New subfolder	Create a folder beneath it.
Details	Inspect the folder's location, settings, and access information.
Copy / Cut	Prepare eligible content for copying or moving.
Rename folder	Change an ordinary folder's name.
Delete folder	Delete an eligible ordinary folder and its contents after confirmation.

System-managed folders have a restricted set of actions.

Managing Folder Permissions

Open the folder and click Permissions, or choose Permissions from its three-dot menu.

The dialog shows the folder, its direct or inherited permission information, the Visible to everyone setting, and sections for Departments and Individual users.

Click Add department or Add user and select the relevant entry.

Choose a permission level. Repeat for other entries as needed.

Review the visibility setting and click Save.

Use the remove control beside an entry to remove that direct grant. You cannot remove your own Folder Control grant.

Folder Permission Levels

Level	Access provided
Folder Control	View, download, upload, edit, and administer the folder, including permissions and eligible folder deletion. Additional system permissions and protection rules still apply.
View, Download, Upload & Edit	View, download, upload, and edit eligible content; create and rename ordinary subfolders; copy or move eligible content. Does not grant folder administration.
View, Download & Upload	Browse, download, and upload without edit or folder-administration rights.
Upload & Download	Upload and download, with visibility of the folder and its file information. No edit or folder-administration rights.
Upload Only	Browse the folder and file information and upload content. Download and file preview are not granted.
View Only	View and download accessible content, including supported previews. Uploading, editing, and administration are not granted.

View Only includes downloading. The Upload Only level does not hide the folder listing; it restricts the available operations.

How Inheritance Works

A folder without direct permission entries inherits from the nearest parent that has them. Once a folder has direct entries, those entries replace inherited grants for that folder.

At the same permission source, an individual user grant takes precedence over a department grant. A direct user grant can therefore be more restrictive than the department's grant.

An ancestor may appear as a navigation-only folder so you can reach an accessible child. Seeing that ancestor does not provide access to its files or management actions.

Visible to Everyone

Enabling Visible to everyone lets users with View Files view and download accessible items directly in that folder. It does not grant uploading, editing, folder administration, or public anonymous access.

The setting applies to the folder itself; it is not automatically inherited by its subfolders. Turning it off does not remove access that users already receive through direct or inherited grants.

Controlled documents in an active review workflow retain their additional visibility restrictions.

Uploading Normal Files

Open an ordinary folder where you have upload access.

Click Upload files.

Select files or add them through the upload dialog's drop area. Use the folder-selection option to upload a folder hierarchy.

Start the upload and review the result for each file.

A successful normal-file upload creates a file record and its first version. It does not automatically start a review workflow merely because the destination folder has a workflow assigned.

The upload dialog identifies the destination and reports preparing, transfer, finalizing, success, or failure states. Finalizing means the transfer has finished but validation and confirmation are still in progress; it is not yet a successful upload.

For a batch, check each file's outcome. A processed count can include failed files. Use Retry failed to retry failures without resubmitting successful uploads. Keep the dialog open until the batch finishes.

Upload Rules

Files must be nonempty and meet the configured storage allowance and per-file upload limit. Executable and script extensions are blocked, including .exe, .dll, .bat, .cmd, .ps1, .sh, .msi, .scr, .com, .vbs, and .js. File and folder names must also satisfy storage-name and path-length rules.

In a folder without a naming convention, an existing filename is not silently overwritten. A duplicate such as Report.pdf receives a name such as Report (1).pdf.

In a folder with a naming convention, noncompliant names and duplicate names are rejected. The error identifies the expected pattern and failing parts. Valid files in a mixed batch can still succeed.

A folder configured as Documents only does not accept normal-file uploads. Create a controlled document and upload its version instead.

Viewing and Downloading Files

Use View for supported previews and Download to retrieve a file. PDF files use the PDF viewer. Supported image formats include JPG, JPEG, PNG, GIF, BMP, and WebP. Other formats can be downloaded and inspected in their appropriate applications.

Preview and download require download access. An item can remain downloadable while locked or system-managed, provided you have the necessary read access.

Download uses the latest version unless you select an older version from Version history.

Selecting multiple items or a folder and choosing Download produces a ZIP containing the permitted, visible latest files and the relevant folder structure. Content outside your download access is excluded.

A ZIP download is a file handoff, not a full Fabritec backup. It does not include the complete document version history, deleted files, or workflow records.

Extracting an Archive

For an eligible archive, choose Unzip from the file's actions, review the destination, and start extraction.

Extracted files remain subject to permissions, naming conventions, file-size and extension restrictions, storage allowance, and Documents only rules. Review the extraction results; some entries may be rejected while valid entries succeed.

Copying or Moving Files and Folders

Select eligible items and click Copy or Cut.

Navigate to the destination folder.

Use Paste.

Review the progress and any skipped or failed items.

Copy creates separate content; Cut and Paste move the selected content. The destination's access and naming rules apply. Copying files includes their recorded versions, and copied versions arrive unlocked.

These operations require suitable source and destination permissions. They are blocked for controlled documents, locked or system-managed items, and folder subtrees containing controlled documents or workflow-related dependencies.

The paste dialog reports processed items and failures. Successfully moved items leave the clipboard; failed or skipped items remain available for follow-up.

Renaming Items

Use Rename or Rename folder, enter a valid name, and confirm.

For a versioned file, renaming does not change the uploaded file's format. Naming conventions still apply. Renaming a controlled document also updates its linked task title through document/task synchronization.

Locked and system-managed items cannot be renamed through Documents.

Deleting Files and Folders

Deleting a normal file: An authorized user with edit access can delete an unlocked, non-system normal file. It disappears from the listing and its name becomes reusable. This is a soft deletion: retained content continues to count toward storage. Controlled documents cannot be deleted through the normal file-delete action.

Deleting an ordinary folder: A user with Folder Control can delete an eligible folder, its ordinary subfolders, and their normal files and recorded versions, including previously soft-deleted files.

The entire subtree is checked before deletion. The operation is blocked by protected folders or files, controlled documents or workflow dependencies, entity-linked content, a locked latest version, or insufficient control over a descendant.

Warning: Ordinary-folder deletion permanently removes eligible nested content and recorded versions. Recovery requires a backup. Read the confirmation carefully; this is different from deleting one normal file.

When deleting several separately selected items, some may succeed while others fail. Review the reported outcome before retrying.

Creating a Controlled Document

A controlled document can be created before its file is ready. This records the upload responsibility and review process in advance.

The destination must have an effective workflow, assigned directly or inherited. You also need the relevant document-management and folder upload permissions.

Open the destination folder and click New document.

Complete the document information and check the applicable workflow.

Assign reviewers to every workflow step.

Click Create document.

Field	What to enter
Name	The required document name, following the folder's naming convention where applicable.
Estimated hours	A nonnegative estimate. The default is 0, meaning no estimate is needed.
Start date	An optional planned start date.
Due date	An optional due date. When both dates are entered, the due date cannot be earlier than the start date.
Responsible user	The required person responsible for supplying the file.
Workflow / step reviewers	The workflow resolved from the folder and at least one reviewer for every step. Folder defaults prefill these selections when configured.

Creating the document immediately creates a linked Upload task for the responsible user. The document appears in Required, but review does not begin until its first version is uploaded.

Converting a Normal File into a Controlled Document

Use the file's conversion action to place an existing normal file under the folder's effective review workflow.

Complete the document information, responsible user, reviewers, and positive actual work hours. The existing uploaded file becomes the document's current version and review starts at Step 1.

Conversion requires an unlocked, non-system normal file and an effective workflow. An existing controlled document cannot be converted again.

Conversion is one-way. The file becomes a controlled document and is no longer eligible for normal-file copy, move, or delete actions.

Uploading the First Version

Open the document's upload action from Required, its Files quick action, or the available document actions.

Select the file, enter Actual hours greater than zero, and submit the upload. A change reason is not required for the first version.

After successful confirmation, Fabritec creates v1, starts Step 1, and reuses the existing linked task for the active reviewers. The document leaves Required and becomes In review.

Enter only hours not already recorded in the task. Upload hours are added to existing preparation logs; they do not replace them.

Uploading a New Version

Use Upload new version when an active, incomplete document needs correction or another change.

The replacement upload requires a file, positive Actual hours, and a Reason explaining the change. The latest version must be unlocked, and you must have controlled-version upload and folder upload access.

A successful upload increments the version, makes it current, and restarts the same workflow at Step 1. Earlier versions and review decisions remain in history.

An Approved document with a completed workflow cannot be reopened by uploading another version or applying another workflow. Completion is terminal for that controlled document.

Version History, Metadata, and Reviewers

Open Version history to inspect the document's workflow summary and recorded versions.

Each version can show its number and latest-version marker, uploader and upload date, size and format, recorded actual hours, change reason, lock information, and review decisions. Decision entries retain the step, reviewer, outcome, date, and optional comment.

Authorized users can download a selected historical version. Retained version contents cannot be edited or deleted individually. Logged-hour totals can change when authorized task work logs are edited; this does not change the uploaded file contents.

Where permitted, use Edit metadata to update the estimate, dates, or responsible user. Use Edit reviewers to change assignments on eligible, not-yet-completed steps. Completed review decisions and history are not rewritten.

The document creator or a Folder Control user can manage eligible reviewer assignments, subject to the additional document-management and lock restrictions.

Locking and Unlocking Versions

A Folder Control user can lock or unlock an ordinary file version through the available version actions. Lock information identifies who applied the lock and when.

When the latest version is locked, operations such as rename, conversion, review, replacement upload, and eligible deletion are blocked. View and download remain subject to normal access.

Unlocking restores permitted operations. It does not approve a document, advance a workflow, create a version, or reset the linked task.

A review rejection does not automatically lock the version. System-managed locks cannot be removed through Documents.

Details and Activity

Use Details to inspect an item without changing it.

File details include its named location, format, size, current version, saved-version count, uploader, dates, lock information, available hours or change reason, and effective access. An unuploaded document has no current file version.

Folder details include its named location, direct or inherited workflow, naming convention, visibility, Documents only setting, protection information, dates, and effective access.

Authorized activity history records actions such as creation, renaming, upload, review, metadata changes, permission changes, workflow or naming changes, and locking. History access is restricted; seeing a folder does not automatically grant access to every document's private activity.

Protected Locations

Some locations in the folder tree are system-managed. Their restrictions take precedence over ordinary folder permissions. Check the displayed notice and available actions before attempting to upload or change content.

For the project-specific rules governing the Job Number folder and system-owned branches, see Project Documents in the Projects module.

2. Required

The Required tab identifies documents that still need a file upload.

It includes documents awaiting their first version and documents whose current review was rejected and now require a replacement version.

Required covers accessible document folders across the workspace, including accessible project folders. Changing the selected folder in Files does not narrow this queue.

The badge reports the complete accessible queue, not just the current page. Cards are displayed in pages of up to 12.

Reading a Required Card

A card shows the document name and containing folder, its current required-upload state, planned hours, responsible user, due date, and available upload action.

Expand Workflow progress to inspect the numbered review steps and their states.

For an initial upload, use the first-version upload action. A document returned after rejection shows Revision needed, View comments, and Upload new version.

Responding to Requested Changes

Click View comments to open the rejected version's review history.

Read the decision, reviewer, step, date, and any comment.

Correct the file and click Upload new version.

Enter the change reason and additional actual hours, then submit.

Review comments are optional, so the history can indicate that no comment was provided.

After a successful replacement, the document leaves Required and review restarts at Step 1. Historical rejections remain available but do not keep the document in Required once a new version is under review.

A disabled upload action can indicate a locked version, system-managed content, or insufficient upload access. A responsible-user assignment alone does not override these restrictions.

Empty State

No uploads are waiting means no accessible document in the workspace needs an initial or corrected upload. It does not mean the workspace contains no files.

3. My Reviews

The My reviews tab shows documents currently waiting for your decision on the active workflow step.

The queue spans your accessible assignments across the workspace, including accessible project documents. The badge shows the total pending count; cards are displayed in pages of up to 12.

Reviewing a Document

Find the document and check its folder, current step, and due date.

Use View for a supported preview or Download to inspect the file.

Click Review and confirm the document, version, and step being reviewed.

Add an optional comment and select Approve or Reject.

Only an assigned reviewer of the active step can submit a decision. A locked latest version or protected system location prevents review.

What Approval Does

Approval completes the current step and activates the next one. The linked task moves to the next step's configured status and reviewers.

Approval of the final step completes the workflow, marks the document Approved, completes the linked task, and clears its assignees.

What Rejection Does

Rejection records the decision against the reviewed version and changes the document to Changes requested.

The linked task returns to the responsible uploader, and the document appears in Required as Revision needed. Review remains unavailable until a corrected version is uploaded.

The rejected file is not automatically locked. A later replacement upload restarts review from Step 1, not from the rejected step.

Multiple Reviewers and Review History

A step may have several assigned reviewers, but it accepts one applied decision. After one reviewer completes it, another reviewer cannot submit a second decision to that same active step/version.

Workflow steps are sequential; later reviewers cannot skip ahead. Decisions remain attached to the version reviewed, including after replacement uploads or permitted workflow-template changes.

During an active workflow, versioned controlled documents are additionally restricted to the creator, responsible user, configured reviewers, and eligible Folder Control users. Normal folder access is still required where applicable. After final approval, normal folder visibility rules apply.

Empty State

You are all caught up means no active workflow step currently requires your decision. Assignment to a future step does not make that document immediately reviewable.

4. Workflow

The Workflow tab contains reusable document review templates. A workflow defines the ordered steps and their task-status mappings; reviewer assignments are provided through folder defaults or individual documents.

Understanding a Workflow Card

Each card shows the workflow name, the number and sequence of steps, each step's action and default task status, and the number of documents using it. Authorized users can edit or delete eligible workflows.

Creating a Workflow

Click New workflow and enter a unique Workflow name.

Complete the first step's Step name, Action, and Task status.

Click Add step for additional steps and arrange them in the required order.

Click Save workflow.

The supported action is Review & comment. At least one valid step is required.

Task-Status Rules

Each step must use the same or a later task status than the preceding step, according to your company's configured status order. Two steps can use the same status; a later step cannot move backward in that order.

New steps default to the first eligible intermediate status. When no eligible intermediate status exists, select a valid status or adjust the task-status configuration.

The final task status is reserved for automatic completion and cannot be selected for a review step.

Status names are configurable. Labels such as To Do, In Progress, or their Arabic equivalents are display names; the configured order determines pending work, progress, and completion.

Assigning a Workflow to a Folder

Return to Files, open the folder's three-dot menu, and select Assign workflow.

Choose the workflow, set any optional reviewers for its steps, review Documents only, and save the assignment.

A directly assigned workflow overrides the parent workflow. A subfolder without its own assignment inherits the nearest applicable workflow and its reviewer defaults.

Folder-level reviewer defaults prefill future documents and conversions. They can be overridden per document. Every document step must ultimately have at least one reviewer, even when its folder default is empty.

Updating defaults does not change existing documents or their review history.

Documents Only

Enable Documents only when the folder should accept controlled documents rather than normal files.

It cannot be enabled while the affected subtree contains live normal files. When effective, it blocks normal-file uploads, extraction, and normal-file copy or move into the restricted location. New document and controlled-version uploads remain available with the required permissions.

The setting follows the nearest workflow assignment. A nearer assignment can define its own setting.

Editing or Removing Workflow Configuration

Use Edit workflow to change a template's name or steps. Permitted edits can update documents already using that workflow and the relevant linked-task step information.

A step cannot be deleted while a document is currently active on it. Recorded review decisions remain preserved even when a template is changed.

Changing or removing a folder's workflow is blocked while documents in its affected subtree use it. Updating reviewer defaults for future documents is still allowed without changing the template assignment.

Changing the Documents only setting on an in-use workflow assignment is also subject to the existing-document restrictions.

A workflow template cannot be deleted while referenced by documents or other configuration that still uses it, including folder structure templates.

Workflow-template edits can affect active documents. Folder-structure-template edits, described below, do not synchronize into existing projects. These are different behaviors.

5. Naming

The Naming tab lets you build reusable filename patterns and apply them to individual folders.

A pattern combines ordered name parts with a delimiter. It standardizes how files are identified without requiring every filename to be identical.

Understanding a Convention Card

Each card shows the convention name, pattern preview, delimiter, number of parts, and usage information. Authorized users can access editing and deletion actions subject to usage restrictions.

When no conventions exist, use New convention from the empty state or the page header.

Creating a Naming Convention

Click New convention and enter a unique Convention name.

Choose Underscore (_), Hyphen (-), or Dot (.) as the delimiter.

Configure the first name part and use Add part for additional parts.

Review Live preview and click Save convention.

The parts are joined in their displayed order.

Available Name Parts

Attribute type	Configuration and behavior
Constant text	Enter a fixed value that must match that part of the filename.
Auto text	No fixed value is configured. This part accepts the corresponding text already present in the filename without asking for a separate upload value. It is not an automatic sequence number.
Date	Select a date format. That filename part must contain a valid date matching the format; it is not required to equal the upload date.

The documented date choices include YYYYMMDD, YYYY-MM-DD, DD-MM-YYYY, and YYYY-MM. Older conventions may retain another stored format.

Older conventions can also contain Variable/Variant text or Project parts. These remain supported for existing patterns but are not available as new part selections. An existing variable-text pattern can request its required values during upload.

Preview and Validation

Live preview shows the pattern and, when available, a populated example. Date examples use a sample date; they do not restrict valid filenames to that specific date.

Complete missing values before saving. Constant values and formatted date parts cannot contain the selected delimiter because that would split a single part into multiple parts.

Example: A convention named Drawing standard could use a hyphen delimiter, Constant text DWG, Auto text, and a Date part formatted YYYYMMDD.

An illustrative compliant filename is:

DWG-A101-20260920.pdf

The pattern applies to the filename before its extension. Auto text does not create A101 for you; it accepts the text in that position.

Applying a Convention to a Folder

In Files, open the folder's three-dot menu and choose Assign naming convention. Select a convention, inspect the preview, and click Apply.

A folder can have only one direct convention. Fabritec checks existing filenames before applying it. If any fail, the assignment is rejected and the invalid files and parts are listed.

Applying a convention does not automatically rename noncompliant existing files. Correct the listed names and apply it again.

Naming conventions are not inherited. Apply them separately to subfolders that need the same pattern.

As a separate upload rule, a folder upload into a naming-controlled destination validates the submitted files, including files in its uploaded nested folders. This does not create inherited convention assignments on those subfolders.

Rules While a Convention Is Applied

Uploads, renames, conversions, and eligible copy or move operations must satisfy the destination's pattern. Folder names themselves are not checked against filename conventions.

Duplicate filenames are rejected rather than given an automatic suffix. Naming errors show the complete expected pattern and the failing parts.

Removing a folder's convention removes that direct rule without renaming the files. To replace it, remove the current assignment and apply the new one, subject to validation.

Editing, Copying, and Deleting Conventions

A convention that is not used can be edited directly.

A convention in use cannot be overwritten. The editing flow offers creation of a separate convention based on the existing pattern. Give the new convention a unique name and apply it to the intended folders.

Deletion is blocked while a convention is referenced by folders or folder structure templates. Remove those references before deleting it.

6. Folder Structure

The Folder Structure tab manages reusable folder templates selected when creating projects.

A template can contain a folder hierarchy, project-root and individual-folder permissions, folder visibility, workflow assignments, default reviewers, and naming conventions.

A folder structure is copied during project creation. Later changes to the structure do not automatically change existing projects.

Understanding the Template Cards

Each card shows the structure's name, optional description, folder count, project usage count, Active / Inactive status, and the available Edit and Clone actions.

The project usage count identifies prior use. It does not indicate a live synchronization link. A structure can contain no custom folders; system-managed project branches are provisioned separately.

Creating a Folder Structure

Click Create New Folder Structure.

Enter the required unique Name and an optional Description.

Click Create template.

Open the template editor to build the folder hierarchy and settings.

Building the Folder Tree

Click Edit on a template card to open its folder-tree editor.

Use Add folder to create a top-level child folder. Use row actions to add subfolders, rename folders, move them to another parent, or remove folders from the template.

You do not need to add a Job Number folder. Fabritec creates the project's main folder separately; the template tree describes what goes inside it.

For example, a structure could contain Contract, Assembly DWG, Single DWG, and CNC folders.

Sibling names must be valid and unique. A folder cannot be moved beneath itself or one of its descendants. Removing a template folder also removes its nested template folders, without deleting content already created in existing projects.

Configuring Project Folder Permissions in the Template

Use Project folder permissions in the editor toolbar to configure grants for the new project's main Job Number folder.

Add users or departments, select their levels, and click Apply changes. Ordinary children without direct grants inherit from the applicable parent.

These are template settings for future projects. They do not change the permissions of project folders that already exist.

Leaving the template's root grants empty does not, by itself, grant edit access to the project creator. Existing inherited and administrative access rules still apply.

Individual Folder Settings

Open a folder's settings cell or action to configure its permissions, workflow, or naming convention.

Permissions and visibility: Add direct user or department grants and choose whether the template folder is Visible to everyone. Direct grants replace inherited grants for that folder. The visibility option provides read/download access to eligible Documents users, not upload or edit access.

Workflow and reviewers: Assign a workflow and optionally choose default reviewers for its steps. Defaults require a workflow assigned directly to that template folder. Unconfigured reviewers must be selected when a document is created. Changing or clearing the workflow clears incompatible defaults.

Naming convention: Select a convention for that folder. Naming is not inherited by its subfolders.

Click Apply changes to commit a settings dialog. Closing it without applying discards those dialog changes.

Where permitted, the workflow and naming assignment dialogs also let you create a new reusable entry without leaving the editor. Successful creation selects it in the open assignment draft; apply the folder settings afterward.

Metadata and Autosave

Use Edit metadata to change the template name or description.

The editor automatically saves completed folder changes and applied settings. There is no separate page-level Save step. Watch the Saving, Saved, or Unsaved indicator.

Wait for Saved before leaving. When saving fails, use Retry. Refreshing the page is not a recovery method for unsaved local changes.

Activating, Deactivating, Cloning, or Deleting a Structure

Only active structures are available for new project selection. Deactivating a structure removes it from that selection without removing existing project folders or documents.

Use Clone to create an independent, inactive copy with a unique (Copy)-suffixed name. The copy includes the hierarchy and configured grants, visibility, workflows, reviewer defaults, and naming assignments. Review it, rename it, and activate it when ready.

Deleting a structure removes the reusable definition; it does not delete the folders or documents already created from it. Review project usage before deleting. Deactivation is the appropriate option when the goal is only to prevent future selection.

Template Usage and Existing Projects

Active structures are available for selection when a new project is created. The folder hierarchy and configured settings are copied at that time.

The project usage count identifies how many projects have used the structure. It is not a live synchronization link. Editing, deactivating, or deleting a template does not update or remove folders and documents already created in existing projects.

Grants referring to users or departments that are no longer available when the project is created are skipped and reported. Review template assignments before using them for a new project.

For selecting a structure during project creation and working with the resulting folders, see Project Documents in the Projects module.

Linked Tasks and Work Hours

Controlled documents use one linked task throughout their upload and review lifecycle.

Document stage	Linked task behavior
Awaiting first upload	An Upload task is created immediately and assigned to the responsible uploader.
Active review	The same task is assigned to the active step's reviewers and uses that step's configured status.
Changes requested	The task returns to the responsible uploader and the first configured task status.
Replacement submitted	The same task returns to Step 1's reviewers and status.
Approved	The task uses the final status, records completion, and clears its assignees.

Generated titles describe the current work, for example Upload drawing.pdf, Review drawing.pdf — Engineering review, Upload new version of drawing.pdf, or Approved drawing.pdf.

Schedules, Assignments, and Watchers

Authorized edits to document dates and estimated hours synchronize with the linked task. Corresponding task schedule and estimate edits synchronize back to the document.

During an upload stage, task assignment represents exactly one responsible uploader. During review, task assignees represent the active reviewers. Changes remain subject to document, task, and lock permissions.

The responsible uploader and all configured reviewers are included as watchers. The task's Task link area identifies the linked document; it is a reference, not a separate grant of document access.

Task status is controlled by the document lifecycle rather than manual status changes.

Logging Preparation and Review Work

Preparation work can be logged before the first upload. Those logs are retained and attributed to v1 when it is uploaded. The actual hours entered during upload are added as a separate log.

New manual task logs attach to the current version. Authorized edits to an older version's linked logs update that version's hours without changing file contents or review decisions. Task logs use whole-minute precision; upload effort is rounded to the nearest minute, with a minimum of one minute for a positive entry. Version totals are displayed as decimal hours.

While awaiting an initial or replacement upload, adding positive logged time can move the task from the first configured status to the first intermediate status. With only two configured statuses, it stays in the first status. Additional logs do not keep advancing it, and deleting a log does not rewind its status.

Document Notifications

Document notifications help users follow upload responsibilities and review handoffs.

Event	Who is notified
Document created awaiting upload	The responsible uploader.
Uploader changed while an upload is outstanding	The newly responsible uploader.
First/new version uploaded, conversion completed, or next step activated	The current step's reviewers.
Reviewers added to the active step	The newly added reviewers.
Intermediate approval, requested changes, or final approval	The responsible uploader, latest version uploader, and document creator, excluding the person performing the outcome action.

Actionable assignment notifications can include the person who performed the action when that person also has work to do. Duplicate recipients do not receive duplicate copies of the same event.

An in-app notification can open the authorized upload, review, or history view. An old notification does not bypass changed permissions, reassignment, locking, or workflow completion.

In your account's notification settings, the Documents section provides None, In-app, Email, or Both for the supported document events. In-app is the default. Email is optional and requires the existing company email configuration and a confirmed email address. Document files are not attached to notification emails, and document push notifications are not enabled.

Common Questions

Why can I see a folder but not upload to it?

You may have read/download access only, the folder may be a navigation-only location, or it may be system-managed. Controlled-version uploads also require their separate system permission.

Why is New document unavailable?

Check that the destination is an ordinary folder with an effective workflow and that you have the necessary document-management and folder upload permissions. Protected locations may also prevent document creation.

Why can I not review a document assigned to me?

Your step may not be active yet. The document may also be awaiting a replacement after rejection, locked, completed, reassigned, or already decided by another reviewer.

Why did an upload receive a different name?

In a folder without a naming convention, a duplicate normal filename receives a suffix instead of overwriting the existing file. Use the controlled document's version-upload action when supplying its replacement, rather than uploading a separate normal file.

Why was a filename rejected?

Check the expected naming pattern, number of parts, constant values, date format, delimiter, duplicate name, and invalid characters. The error identifies the failing rule or parts.

Why did my folder structure change not appear in an existing project?

Folder structures are copied at project creation, not kept synchronized. Template edits affect future projects. See Project Documents in the Projects module for managing folders in an existing project.

Does Visible to everyone expose documents outside the company?

No. It requires authenticated Documents access through View Files. It does not create anonymous sharing, grant editing, or remove controlled-document review visibility restrictions.

Does deleting one normal file free storage immediately?

No. Normal-file deletion retains the file's content and history, which continue to count toward storage. Permanent ordinary-folder deletion is a different action and must be handled carefully.

Best Practices

Organize folders before uploading. Use clear, descriptive folder names and confirm the destination before adding files.

Match access to responsibilities. Review user, department, and inherited permissions. Enable Visible to everyone only when the folder’s contents should be available to all users with View Files.

Use controlled documents when review is required. Confirm the folder’s workflow, responsible user, and reviewers before submission. Use normal files for content that does not require a review process.

Standardize filenames early. Configure naming conventions before uploading large batches. Apply them separately to each folder that needs them, because naming conventions are not inherited.

Check Required and My reviews regularly. Address outstanding uploads, requested changes, and active reviews promptly to keep documents moving through their workflows.

Check the version and status before using a document. The latest uploaded version is not necessarily approved. Review the file itself and provide clear, actionable comments when requesting changes.

Keep corrections within the same controlled document. While its workflow is incomplete, use Upload new version rather than uploading an unrelated file copy. Enter a meaningful change reason and review earlier feedback before resubmitting.

Record work hours without duplication. Enter only actual hours that have not already been recorded in the linked task.

Confirm upload results before leaving. Check each file’s final outcome, especially in batch uploads. Use Retry failed rather than uploading successful files again.

Review workflow usage before editing. Check which documents use a workflow before changing its steps or task statuses, because permitted edits can affect active documents.

Prepare folder structures before reuse. Check permissions, workflows, reviewer defaults, and naming settings. Clone a structure when creating a variation, and remember that template changes do not update existing projects.

Check selections and contents before deleting. Confirm which items are selected and inspect nested folders. Deleting an ordinary folder can permanently remove its eligible contents and recorded versions.

Create a New Project – Apply folder structures to new projects

Production Setup – Maintain consistent workflow and document flow

Home Page – Access your active projects quickly

Where to Find Documents#

Documents Tabs#

Before You Begin: Access and Permissions#

1. Files#

Understanding the Layout#

Searching, Sorting, and Changing the View#

Status Filters#

Selecting Multiple Items#

Creating a Folder#

Folder Actions#

Managing Folder Permissions#

Folder Permission Levels#

How Inheritance Works#

Visible to Everyone#

Uploading Normal Files#

Upload Rules#

Viewing and Downloading Files#

Extracting an Archive#

Copying or Moving Files and Folders#

Renaming Items#

Deleting Files and Folders#

Creating a Controlled Document#

Converting a Normal File into a Controlled Document#

Uploading the First Version#

Uploading a New Version#

Version History, Metadata, and Reviewers#

Locking and Unlocking Versions#

Details and Activity#

Protected Locations#

2. Required#

Reading a Required Card#

Responding to Requested Changes#

Empty State#

3. My Reviews#

Reviewing a Document#

What Approval Does#

What Rejection Does#

Multiple Reviewers and Review History#

Empty State#

4. Workflow#

Understanding a Workflow Card#

Creating a Workflow#

Task-Status Rules#

Assigning a Workflow to a Folder#

Documents Only#

Editing or Removing Workflow Configuration#

5. Naming#

Understanding a Convention Card#

Creating a Naming Convention#

Available Name Parts#

Preview and Validation#

Applying a Convention to a Folder#

Rules While a Convention Is Applied#

Editing, Copying, and Deleting Conventions#

6. Folder Structure#

Understanding the Template Cards#

Creating a Folder Structure#

Building the Folder Tree#

Configuring Project Folder Permissions in the Template#

Individual Folder Settings#

Metadata and Autosave#

Activating, Deactivating, Cloning, or Deleting a Structure#

Template Usage and Existing Projects#

Linked Tasks and Work Hours#

Schedules, Assignments, and Watchers#

Logging Preparation and Review Work#

Document Notifications#

Common Questions#

Why can I see a folder but not upload to it?#

Why is New document unavailable?#

Why can I not review a document assigned to me?#

Why did an upload receive a different name?#

Why was a filename rejected?#

Why did my folder structure change not appear in an existing project?#

Does Visible to everyone expose documents outside the company?#

Does deleting one normal file free storage immediately?#

🔗 Related Articles#

Where to Find Documents

Documents Tabs

Before You Begin: Access and Permissions

1. Files

Understanding the Layout

Searching, Sorting, and Changing the View

Status Filters

Selecting Multiple Items

Creating a Folder

Folder Actions

Managing Folder Permissions

Folder Permission Levels

How Inheritance Works

Visible to Everyone

Uploading Normal Files

Upload Rules

Viewing and Downloading Files

Extracting an Archive

Copying or Moving Files and Folders

Renaming Items

Deleting Files and Folders

Creating a Controlled Document

Converting a Normal File into a Controlled Document

Uploading the First Version

Uploading a New Version

Version History, Metadata, and Reviewers

Locking and Unlocking Versions

Details and Activity

Protected Locations

2. Required

Reading a Required Card

Responding to Requested Changes

Empty State

3. My Reviews

Reviewing a Document

What Approval Does

What Rejection Does

Multiple Reviewers and Review History

Empty State

4. Workflow

Understanding a Workflow Card

Creating a Workflow

Task-Status Rules

Assigning a Workflow to a Folder

Documents Only

Editing or Removing Workflow Configuration

5. Naming

Understanding a Convention Card

Creating a Naming Convention

Available Name Parts

Preview and Validation

Applying a Convention to a Folder

Rules While a Convention Is Applied

Editing, Copying, and Deleting Conventions

6. Folder Structure

Understanding the Template Cards

Creating a Folder Structure

Building the Folder Tree

Configuring Project Folder Permissions in the Template

Individual Folder Settings

Metadata and Autosave

Activating, Deactivating, Cloning, or Deleting a Structure

Template Usage and Existing Projects

Linked Tasks and Work Hours

Schedules, Assignments, and Watchers

Logging Preparation and Review Work

Document Notifications

Common Questions

Why can I see a folder but not upload to it?

Why is New document unavailable?

Why can I not review a document assigned to me?

Why did an upload receive a different name?

Why was a filename rejected?

Why did my folder structure change not appear in an existing project?

Does Visible to everyone expose documents outside the company?

Does deleting one normal file free storage immediately?

🔗 Related Articles