Document Library

Keep your drawings and specifications in your organization's Document Library. Each document holds its revision history, so you can publish a replacement without losing earlier published PDFs.

You need library access to read published PDFs. Uploading and managing documents also require permission to manage the library. The upload and management controls require a Manager role or above.

A published PDF containing prices is readable by everyone with library access. Financial visibility settings do not hide prices inside the PDF. Check its contents before you publish it.

Find a drawing or specification

1. Open your organization's Document Library.
2. Select Drawings or Specifications.
3. Search by document number or title, or filter by status. You can also filter by discipline after documents have a discipline recorded.
4. Select the document's number or title to open its details and Revision History.

The list marks a document Draft until it has a published revision, then Published. Archived marks documents you have archived. A published document can also have a newer draft waiting for review. People with library management permission can check its history for unpublished revisions.

Upload a PDF

The library accepts PDF files only. Each file can be up to 250 MiB and contain up to 2,000 pages.

1. Select Upload Document.
2. Use Select PDF to choose your file. When the dialog offers Document Type, leave New document selected.
3. Choose Drawing or Specification under Category. Check the title filled from the filename, and add a document number and discipline to help your team find it.
4. Add a Revision Label, such as A or 01, to identify this version.
5. Select Upload and Process.
6. Open the document and check the new draft in Revision History before publishing it.

The library checks the file before accepting it. PDFs that require a password to open, contain embedded files, contain active content such as JavaScript or launch actions, or link to files on a computer (file:// links) are refused. Use a PDF without those features.

Office exports often carry file:// links when the document links to other files on the author's drive. Those links open only on that computer. Remove them, or change them to web links such as SharePoint, then save the PDF again.

Your organization has 10 GiB of included library storage by default. Retained revisions count towards storage, including older published revisions. Archiving a document does not free that storage. When the library is full, existing published PDFs remain readable, but you cannot add files that exceed the available capacity.

Add and publish a revision

1. Open the document you want to revise and select Upload Revision.
2. Choose the replacement PDF, enter its Revision Label, and select Upload and Process.
3. Check the draft using the eye button labelled View revision in Revision History.
4. Select Publish beside that draft. Check the revision label in Publish Revision, then select Publish to confirm.

The published revision becomes Current. The previous current revision becomes Superseded and stays in the history. People who can read the library can read published revisions, including superseded ones. Only people with permission to manage the library can read draft PDFs.

You can also add a revision from Upload Document. Select Revision of existing document, then choose the Existing Document before uploading.

To correct a document's title, number or discipline, use Edit Details. To change a revision label, use the tag button labelled Relabel revision, enter the new label, and select Relabel. These changes do not replace the PDF.

Read or download a PDF

Select View Current Revision on the document, or use View revision beside an entry in Revision History.

• Use Previous Page, Next Page, or the Page number box to move through the PDF.
• Use Zoom In, Zoom Out, Fit Width or Fit Page to adjust the view. The Hand / Pan Tool lets you drag the page.
• Select Search and type in Find in document... to find text. Use Previous Match and Next Match to move between results.
• Select Download PDF to save the file.

An older revision shows You are viewing a superseded revision. Select View current revision followed by its label to open the current PDF.

When search shows This PDF has no searchable text, use the page controls to read it. Search needs a text layer in the PDF.

When your organization limits access by location, the library itself stays open to everyone who can view it. A document's link to a project or an order shows only to people who can see that project or order, because it belongs to their locations and Business Units.

Archive a document or discard a draft

Select Archive on a document to mark it archived. It stays in the list and its published revisions remain readable. To use it again, open the document and select Restore. Restore an archived document before trying to publish a revision.

To remove an unwanted draft, select the trash button labelled Discard draft beside it in Revision History. In Discard Draft Revision, select Discard Draft to confirm. This cannot be undone. You cannot discard a revision that has been published or a draft that is already in use.

When an action fails

• This document revision is identical to an existing file in the library. Check the document's history before uploading again. Choose a changed PDF to add a new revision.
• Storage Capacity Exceeded means the new file does not fit within your organization's available storage. Ask your account admin to review library capacity.
• Another user published a newer revision. Please refresh the page. Refresh, check which revision is now current, then decide whether to publish your draft.
• This document is archived. Select Restore on the document before publishing.