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

## Overview: Files module

The **Files** module lets you upload documents, manage revisions, control folder access, run approvals, and review annotations in one project file library, which is used for drawings, manuals, and other project documentation.

This guide is a quick tutorial video plus condensed steps covering upload, revisions, folders, access, approvals, ZIP unpack, and review. It does not cover creating a company folder structure template.

* Your role must be **Manager** or higher to upload, manage, or delete files and manage access.
* You can find the menu at project sidebar - **Files**.
* This changes file access, version history, approvals, and annotations.

|| Only users with the project role **Manager** or higher can upload, manage, or delete files and manage access.

## Video guide: Files module

${frame}[Onboarding: System & Test view](https://www.loom.com/embed/49287fe9decc4a4f9a129556dcf8028a)

## How to use the Files module

### Open Files and navigate
1. Create or open a project.
2. In the sidebar, select **Files**.
3. Use the left panel for folders and the right panel for files.
4. Use **Tools** for advanced actions and **Search** to find files.

### Upload files and manage versions
1. Click the target folder.
2. Select **Upload Files**.
3. Drag files in or browse to select them.
4. Confirm the upload.
5. To create a revision, upload a file with the same name. CxPlanner stores the new version (for example v1 to v2) and keeps previous versions.

### Set access and folder structure
1. Open **Menu** - **User Restrictions**.
2. Choose which user groups can open, upload, or delete files.
3. Open **Menu** - **Folder Structure**.
4. Right-click to create a folder, double-click to rename, and drag to rearrange.

### Approvals, delete, review, and ZIP
1. Enable **Approvals** on a folder, assign users or groups, and define responses such as Approved or Rejected.
2. To delete, select the file or folder, type **delete** in the confirmation field, and confirm.
3. Enable the **Review Module** in project settings, then annotate, highlight, or comment on documents.
4. Upload a ZIP archive when needed. CxPlanner unpacks the contents into the folder structure.

||| Deleting a file or folder is permanent after you confirm.

## Results: Files module

| Action | Required project role |
|---|---|
| View files | Viewer or higher |
| Upload new files | Manager or higher |
| Delete files or folders | Manager or higher |
| Manage access permissions | Admin or Manager |
| Enable approval workflows | Manager or higher |
| Annotate or review files | Consultant or higher |

## Troubleshooting: Files module

| Problem | Cause | Solution |
|---|---|---|
| Unable to upload a file | Project role is below Manager | Ask a project **Manager** or **Admin** to raise your role or upload the file for you |
| New version not appearing | Uploaded file name does not match the existing file | Upload again using the exact same file name |
| Approval feature unavailable | Approvals not enabled for the folder | Activate approvals in the folder settings |
| Unable to delete a file | Your role cannot delete in that folder | Ask a project **Admin** to grant delete rights or delete the file |
| ZIP file not unpacked | Corrupt archive or unsupported ZIP structure | Re-create the ZIP, confirm it opens locally, then upload again |