Tutorial: Files module - access, revisions, upload, annotations

Overview

How do I upload, manage, and review files in CxPlanner?

The Files module in CxPlanner is where you upload, organize, version-control, and review project-related documents. It supports folder structures, user access permissions, versioning, approvals, annotations, and more – all designed to centralize project documentation in one location.

TOC

1. Uploading files
2. Uploading new versions/revisions
3. Editing the folder structure
4. Providing access to users / user groups
5. Notifications on new file uploads, versions, and deleted documents
6. Approval of files
7. Review and Markup of files

Video guide: Files module

How to - step by step

1. Access the Files Module

1. Create or open an existing project.
2. In the sidebar, select Files.

2. Navigate the Interface

• Left panel: Folder structure.
• Right panel: File view area.
• Use the Tools button for advanced actions.
• Use the Search button to quickly locate files.

3. Upload Files

1. Click the folder where you want to upload files.
2. Select Upload Files.
3. Drag files into the upload area or browse and select them manually.
4. Confirm to upload.

4. Manage File Versions

• Uploading a file with the same name automatically creates a new version.
• The version number updates automatically (e.g., from v1 to v2).
• All previous versions are stored and can be referenced.

5. Set User Access

1. Click the Menu and select User Restrictions.
2. Choose which user groups have permissions to:

• Open files
• Upload files
• Delete files

6. Create and Manage Folders

1. Go to the Menu and select Folder Structure.
2. Right-click to create a new folder.
3. Double-click a folder name to rename it.
4. Drag and drop to rearrange folders.

7. Implement Approval Workflows

1. Enable Approvals for a folder.
2. Assign approvals to specific users or groups.
3. Define response options (e.g., Approved, Rejected).

8. Delete Files or Folders

1. Select the file or folder.
2. Type delete in the confirmation field.
3. Confirm to permanently remove the item.

9. Review and Annotate Files

1. Enable the Review Module in project settings.
2. Use the toolbar to add annotations, highlight content, or leave comments on documents.

10. Upload ZIP Files

• You can upload ZIP archives.
• The system will automatically unpack the contents into the folder structure.

Behavior and results

Permission Matrix

Troubleshooting

Quick facts

• Requires: Project role Manager or higher
• Location: Files → Upload / Manage / Review
• Affects: File access, version history, approvals, and PDF annotations

Updated on: 09/29/2025