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

How to use the Files module

Open Files and navigate

Create or open a project.
In the sidebar, select Files.
Use the left panel for folders and the right panel for files.
Use Tools for advanced actions and Search to find files.

Upload files and manage versions

Click the target folder.
Select Upload Files.
Drag files in or browse to select them.
Confirm the upload.
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

Open Menu - User Restrictions.
Choose which user groups can open, upload, or delete files.
Open Menu - Folder Structure.
Right-click to create a folder, double-click to rename, and drag to rearrange.

Approvals, delete, review, and ZIP

Enable Approvals on a folder, assign users or groups, and define responses such as Approved or Rejected.
To delete, select the file or folder, type delete in the confirmation field, and confirm.
Enable the Review Module in project settings, then annotate, highlight, or comment on documents.
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

Updated on: 07/26/2026

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