Share files with workers

A crew often needs a file for one job: a permit, a site plan, a ticket. You add it to the project, to one order, or to one shift. Workers open it from the shift when you have chosen to show documents. See Choose what workers see about a job.

Your organization may use other words for orders and projects. The screens use the names set under Terminology in Settings; this page uses the defaults.

Add a file for the whole project

A file on the project shows on every order under that project.

1. Open the project from Clients & Projects.
2. Select Documents.
3. Under Shared with workers, select Upload, or drop the file on Drop files here.

The file is listed under Project document. Workers see it on each order under this project.

Add a file for one order

A file on the order shows on every day of that order.

1. Open the order and select Documents.
2. Under Shared with workers, select Upload, or drop the file on Drop files here.

The file is listed under Order document. On the scheduling board, select Edit on the order's row: Shared with workers is at the bottom of that dialog. A new order says "You can add files once this order is saved."

Documents on the order also has Office documents underneath. Those are for job costing, and they are not shown to workers. Photos on the Photos tab are not shown to workers either.

Shift files already on the order are listed here under Shift and the day, such as Shift, Tue 21 Oct. A file you upload in Shared with workers is an order document, so it shows on every day of the order.

Add a file for one shift

A shift file shows only on that order, on that day.

1. On the scheduling board, open Day actions (⋮) on that order's day. The same menu is on each card.
2. Select Attach files to this shift….
3. Select Upload, or drop the file on Drop files here.

The title reads Files for the order's name on the day, such as Files for North pier on Tue, Oct 21, and it says "Workers allocated to this shift can open these files." The file is listed under This shift.

A past day still opens. A day outside the order's dates is greyed out, with "This day is outside the order's dates".

The dialog also lists that order's documents and the project's documents. You can change the order's documents from here. The project's documents are marked From the project, and you change those on the project.

What you can upload

The line under the list reads "Drop files here · PDF, JPEG, PNG, WebP, HEIC, DOCX, XLSX, CSV or TXT, up to 50 MB." You can choose more than one.

You can upload, rename and remove a file when you can update that order or project. Owners, Admins and Managers can. Without that access, Upload, Rename and Remove are greyed out. Open stays available.

The list says "No files yet." until the first file is there.

What workers see

Under Worker job details, choose who sees Order and project documents, and shift files. With nothing chosen, the detail stays Hidden and none of these files show.

On My Shifts, the worker selects Job details. Under Documents, each file is labelled:

• This shift, for a file on that order that day
• Order document, for a file on the order
• Project document (not specific to this order), for a file on the project

They select the file name to open it.

In Pay Mobile the labels are This shift, Order document and Project document. The worker taps the file on Job detail, under Documents. With no connection, Pay Mobile says "This file isn't available offline yet."

A shift file is on that day only. An order document is on every day of that order. A project document is on every order under the project.

Rename or remove a file

Select Rename, change File name and select Save. The file has to keep the same type. Select Cancel to leave the name as it was.

Select Remove. Assignar Pay asks "Remove this file?" and says "The file will no longer appear here." Select Remove to take it off, or Cancel to keep it.

A project document can be renamed or removed only from the project's Documents tab.

If a file is refused

An upload that is refused names the file, then the reason:

• "Only PDF, JPEG, PNG, WebP, HEIC, DOCX, XLSX, CSV and TXT files are supported." Choose one of those.
• "This file is too large. The maximum size is 50 MB." Use a smaller file.
• "This file's type does not match its name." or "This file is not the type its name says it is." Save it again as the type the name says, then upload that file.
• "Choose a file that is not empty." Choose a file that has something in it.
• "The file could not be uploaded." Try the upload again.

A rename that is refused shows the reason on its own:

• "Enter a file name." Type a name, then select Save.
• "Enter a file name without a folder." Use the file's name only.
• "Keep the same file type." Keep the original ending, such as .pdf.
• "The file could not be renamed." Try the rename again.

"The file could not be removed." or "The file could not be opened." means try that action again. "Could not load files." means leave the page and open it again.

In Pay Mobile, "Couldn't open this file." means the worker should try the file again.