The Visibuild Documents module is your project's single source of truth for drawings, specifications, manuals, reports, and other reference material. Documents live alongside your Visis and locations, so teams always have access to the latest revision - on web and on the mobile.
This article walks you through the Documents module end to end: uploading and updating documents, browsing the register, viewing older versions, and exporting your data.
Looking for something specific? To share a document with another company, see Sharing Documents with Other Companies. To link a document to a Visi or location, see Document Linking. To understand how you can use documents within your tasks as a required field, navigate to the end of this help article
Where to find documents 📄
Documents live in a dedicated tab on your project, accessible from the location tree.
Within your project, select a location in the location tree.
Click the Documents tab in the top navigation bar.
At the top of the register you'll see two views:
Your company - every document you or your company has uploaded
Shared with you - documents uploaded by other companies on the project that you've been given view access to.
The documents module is also available from within the mobile
What's in the document register 🔎
Each row in the register represents a single document. The columns show key information at a glance:
Number - the document's reference number (e.g. A-03-01).
Title - the document name.
Revision - the current revision letter or number.
Status - Information, Construction, As Built, or Approval.
File - file format and size.
Revision Date - when the current revision was issued.
Discipline - Architectural, Structural, and so on.
Type - Drawing, Specification, Manual, Report, Contract, Shop Drawing, or Other.
Visible to - the companies who can see this document.
Linked Visis / Linked locations - anywhere the document has been linked across the project.
Uploaded By / Uploaded Date - who added the document and when.
🔎 Use the filters above the register (Document type, Status, Uploaded by, Discipline) to narrow the list, or use the search to find a specific document by title or number.
Uploading documents ⬆️
To add a document to the library, hit the + Add button in the top right and select Add new. Uploading happens in three steps: adding the documents, document processing, and review and upload.
Document uploads only happen on web. The mobile app is for viewing and linking documents from within Visis - uploading must be done from a desktop browser.
Step 1 - Select your files
Drag and drop, or select the documents file from your computer.
For the documents you are uploading, choose how it should be added to the library:
Add as single document - creates one document in the library, regardless of how many pages the file has.
Split into pages - creates one document per page. Useful for a multi-page drawing set where each page is its own drawing.
Step 2 - Document processing
Visibuild reads the uploaded files and pulls document details from the title block where available, including the document number, title, and revision. While the documents are processing, you can use Visibuild as you normally would.
Step 3 - Review and upload
Open the Review documents modal, then go through each document confirming or editing the suggested details:
Document number, Revision, Title.
Type (Drawing, Specification, etc.).
Status (Information, Construction, As Built, Approval).
Discipline.
Note 💭: If the document number matches an existing document in the register, Visibuild will flag it and offer to create a new revision instead of a duplicate.
Hit Confirm and upload on each document, and you will see your documents have been added to the register.
Privacy and visibility
Every document you upload is private to your company by default. No other company on the project can see it until you add them as a viewer or link the document to a Visi or requirement that they are assigned to.
There are three ways a company becomes a viewer of your document:
You add them directly via the Edit > Add viewers modal.
The document is linked to a Visi - every company with access to that Visi becomes a viewer automatically.
The document is used to fulfil a document requirement on a Visi - same as above.
For the full sharing workflow including the "Current and future companies" option, see Sharing Documents with Other Companies.
Viewing a document
Click any row in the register to open the document in full-screen view. The right-hand panel has two tabs:
Details - number, title, revision, status, discipline, type, visibility, upload metadata, and everything the document is linked to (Visis and locations).
Version history - the latest version and every older revision.
Updating a document to a new version
When a drawing is reissued or a specification is revised, upload the new file directly onto the existing document. Visibuild keeps the version history for you.
Open the document from the register.
Click Update document in the top right.
Select the new file.
Edit the details (revision, revision date, status).
Decide who can see the new revision. Tick Use viewers from current revision to inherit the viewer list from the previous revision, or set viewers fresh. Same for linked locations
Click Save changes.
The new revision becomes the latest. Older revisions are preserved and accessible from the version history.
Viewing older versions
There are two ways to access older revisions of a document:
From the register - click the chevron next to a document row to expand and show older revisions inline.
From the document detail - open the document, then switch from Details to the Version history tab on the right panel.
Bulk actions
Select multiple documents in the register and a bulk action toolbar appears at the bottom of the screen:
Export - To export documents from your library:
Select the documents you want to export using the checkboxes in the register (or use Select all in the bulk action toolbar).
Click Export in the bulk action toolbar.
Visibuild packages the selected files into a zip file. The zip is downloaded to your computer and also emailed to you when it's ready.
To export every document on the project, use the Export all button in the top right of the register.
Link to Visis - link the selected documents to one or more Visis in a single action.
Edit / Update Viewers - add or update viewers on the selected documents. From here you also have the ability to remove all viewers from the documents also.
See sharing documents with other companies for further information on adding viewers to documents.
Adding Documents a Requirement within a Task
Document is a required field type that asks the assignee to link an existing document from the project's document library when completing the task.
To add a document requirement to a task:
Open the template in the template builder.
Select the task you want to add the requirement to.
In the Requirements section of the task, click + Add.
From the Select type dropdown, choose Document.
Write a clear prompt describing what the assignee needs to link (e.g. "Link latest concrete outline plan being used at time of construction").
Save or publish the template.
Important: Documents must already exist in the library. Assignees fulfil a document requirement by linking an existing document from the project library. They cannot upload a new document at the point of completing the task.