Project - Documents, Client, Contractor, Financial and Task.

New feature Going Live Monday 3rd August 

If you are looking for the help article on the Library, click here to read it.

If you are looking for the help article on Branch Folders and Trash, click here to read it.

If you are looking for the help article on Branch Folders, Tags, & Notifications, click here to read it.

If you are looking for the help article on Document Permissions, click here to read it.  

The new Project Documents tab replaces the previously known Files tab, providing a more organised and flexible way to manage all project documentation.

When you first open a project and select Documents, you'll see your mandatory Folders displayed across the top of the page. 

Project Document  - Project-level document structure

Client Documents - Client project documents which are only visible to the client and the Branch 

Contractor Documents - Contractor project documents that are visible only to the specific contractor and Branch. Contractors cannot view each other's folders or documents. 

Financial Documents- Purchase Orders and Estimate/Variation PDFs are saved here by default, with the latest version always presented 

Task Files - Images that have been loaded to a schedule task comment will save here automatically. 

Trash - Soft deleting of documents will save them in Trash, where those with permissions can permanently delete. 

 You'll also find options to:

• Export to ZIP – This will create a ZIP file and email it to the user who has selected this option. This may take some time, depending on the number of documents to export and email.

• +  Folder – Create additional folders within the selected document type.

Project Documents subtab

In the Project Documents section, Rave displays your branch-mandatory folders first, followed by any project-specific folders that have been created.

You can easily:

• Drag and drop folders to reorder them using the = icon. 

• Create additional project-specific folders as needed by clicking the +Folder button.

Mandatory branch folders are identified with an information ℹ️ icon. These folders are controlled by your branch settings and cannot be deleted from here.

Each folder displays:

• The date it was added to the project.

• The item count shows how many items are inside the folder

• A three-dot (⋮) menu that allows users with the appropriate permissions to:

  • Edit - Edit the folder permissions and Name

  • +Subfolder - Create Subfolders

  • Upload new documents directly into the folder.

  • Download the folder contents as a ZIP

  • Delete the folder with permission

Inside a Folder

Clicking into a folder allows users with the appropriate permissions to: 

• Drag and drop documents to reorder them using the = icon.

• Create a subfolder by clicking +subfolder 

• Upload a document by clicking the upload button 

• Export Folder to ZIP

• Manage the permissions of that folder by selecting the eyeball icon.

You can also simply drag and drop documents directly into the folder to upload them quickly.

The Document Tag filter allows you to filter documents by the tag assigned when the document is loaded. 

The Upload button allows you to upload a maximum of 50 documents at a time, with an option to notify those with notifications turned on when new documents are added.

Once a document has been uploaded, you will see the following information displayed:

• Document name

• Tag (if one has been assigned)

• Initials of the person who uploaded the document

• Upload date

Click the three-dot (⋮) menu next to the document to access additional options.

If the document has been inherited from Branch Settings, you cannot delete it or add or change its tag. However, you can still export the document for use throughout Rave, including attaching it to emails, checklists, schedules, variations, and other areas of the system.

If the document has been added at the project level, click the three-dot (⋮) menu next to the document to access the available actions.

From here, you can:

• Pin the document to the top of the folder for quick access.

• Edit the document name and tag.

• Mark as Latest Version to identify it as the current version of the document.

• Download the document to your device.

• Export the document to other areas of Rave, as outlined in the previous instructions.

• Move the document to a different folder.

• Copy the document and save it in a different folder or subfolder.

• Delete the document if it is no longer required.

Export To

The Export To feature allows you to share a document or attachment with other areas of Rave without needing to download and re-upload it.

Click Export To and select the destination, such as:

• Email

• Schedule Task Comment

• Client Note

• Variation

• Or other supported areas within Rave

Once you've selected the destination, Rave will open the relevant screen with the document already attached, ready for you to complete and save.

Move

Move allows you to move the document to a different folder or subfolder within the same project. This includes moving it to a client folder or Contractor Folder.

Client Documents

The purpose of the Client Documents folder is to provide a dedicated place for clients to upload and share documents with you, without affecting your main project document structure. This helps keep client-supplied files separate from your internal project documentation while still making them easy to access.

The Client Documents tab works in much the same way as the Project Documents tab, with two key differences:

• You cannot create subfolders within the Client Documents folder.

• You cannot delete the main Client Documents folder.

Aside from these restrictions, you can manage permissions and use all other document features in the same way as the Project Documents tab.

Contractor Documents

The Contractor Documents tab automatically creates a folder for each contractor added to the People tab of the project.

Each contractor folder is only visible to:

• Branch users with the appropriate permissions.

• The contractor assigned to that folder.

For privacy and security, contractors cannot see each other's folders, and permissions cannot be configured to allow contractors to access another contractor's documents.

At the top of the screen, you'll find the Hide Empty Folders toggle. When enabled, any contractor folders that do not contain documents will be hidden, making it easier to navigate and focus on folders that contain files.

Clicking into each folder, you have the same options you have on Project Documents

• Pin the document to the top of the folder for quick access.

• Edit the document name and tag.

• Mark as Latest Version to identify it as the current version of the document.

• Download the document to your device.

• Export the document to other areas of Rave, as outlined in the previous instructions.

• Move the document to a different folder.

• Copy the document and save it in a different folder or subfolder.

• Delete the document if it is no longer required.

Removing a Contractor from a project with Existing Documents

If you remove a contractor from the People tab while they still have documents stored in the Contractor Documents section, those documents will not be deleted automatically.

Instead, users with the appropriate permissions will see a warning banner at the top of the Contractor Documents tab, prompting them to resolve the unassigned documents.

From here, you can choose to:

• Reassign the documents to another contractor.
• Move the documents to a new folder.
• Delete the documents if they are no longer required.

This ensures that important documents are not lost when a contractor is removed from the project.

Financial Documents

If your branch uses Rave Financial, a Financial Documents tab will be available within your project.

This folder is automatically populated with PDF copies of key financial documents, including:

• The latest version of each Estimate or Variation

• All sent Purchase Orders.
  

The purpose of the Financial Documents folder is to give authorised branch users access to PDF copies of important financial documents, even if they don't have permission to access the full financial modules. This allows team members to view and reference the latest financial information without being able to edit or access the underlying financial data.

You can toggle the "Show Latest Version " box on or off.

Filter by Only Purchase orders or proposals (estimate or variation)

Each document has the option to download to your device, export, and Copy.

You cannot delete these documents.

Task Files

The Task Files tab contains a copy of every attachment that has been added to a Schedule Task Comment within the project.

This provides a central location to view and access files shared through task comments without needing to open each individual schedule task.

You can perform the following actions on files in the Task Files tab:

• Download the document to your device.

• Export the document to other areas of Rave, such as emails, variations, client notes, or schedule task comments.

• Copy the document to another folder.

You cannot delete documents from the Task Files tab, as they are linked to Schedule Task Comments. To remove a document, you must delete it from the original schedule task comment where it was attached.

The Trash tab contains all documents that have been deleted from your folders.

For each deleted document, you'll see:

• Document Name

• Date and Time Deleted

• Deleted By

• Original Folder/Subfolder

• Days Remaining until the document is permanently deleted by the system

Click the three-dot (⋮) menu next to a document to access the available actions. Depending on your permissions, you can:

• Restore the document to its original folder or subfolder.

• Permanently delete the document immediately. This action cannot be undone.

To permanently remove all documents in the Trash, click Empty in the top-right corner of the screen.