Manage Project Documents and Files

Documents → All Documents is the Project record hub. It brings authoritative commercial and delivery documents together with standalone files without turning copies into new source records.

Permission required

Business uploads and document management require Manage Project documents. Every viewer also needs Project, tenant and location access. Client visibility is controlled separately through explicit stakeholder permissions and document audience.

Find Project records in one place

All Documents can surface the accepted Proposal, authoritative Estimate, accepted Change Orders, Invoices, signed Agreements, intake submissions, released final deliverables and standalone Project documents. Opening an authoritative item takes you to the workflow that owns it.

Add a standalone document

Store a Project file safely

1. Open Documents → All Documents and select the upload or link action.
2. Choose a category such as general, brief, reference, commercial, Agreement, intake, client upload, deliverable or other.
3. Upload the file, or add a safe HTTPS external link.
4. Choose Internal or Client visible.
5. For client-visible material, narrow the audience to eligible stakeholders when required.
6. Save, then test the authorised open or download action.

Files are stored privately on Yepsta’s configured central storage. Downloads go through authorised application routes; raw storage URLs are not shared. Stored documents keep useful integrity and access history.

Important information

Document visibility and stakeholder access both apply. Marking a file Client visible does not grant every Customer Account access to it.

Choose the correct file area

• Task attachment: internal working evidence for one task.
• Project document: reference or record that belongs to the Project generally.
• Intake file: a response to a structured intake field.
• Review asset: the exact content submitted for client review.
• Final deliverable asset: the release-ready output.
• Client action attachment: evidence supplied for one client responsibility.
• Client message attachment: conversational context where collaboration is enabled.

Using the right area preserves permissions and meaning. Do not upload a final file as a general document to bypass approval or payment release controls.

In a task workspace, a newly selected file is temporary until you choose Upload and the saved attachment appears. Other Project members cannot rely on a local selection that has not completed upload.

Let clients upload safely

Plan availability

Client uploads require the Client Workspace, explicit stakeholder access and the Project’s client-upload capability. The active stakeholder must have upload permission.

Client uploads are recorded as client-originated material and remain subject to the selected visibility and audience. Legacy linked Customer Accounts cannot perform sensitive uploads until explicit access is enabled.

Archive or reclassify

An authorised user can archive a standalone document or correct its category and visibility. These changes are audited. Authoritative records such as signed Agreements, sent Proposal versions and deliverable releases keep their own immutable histories.

Warning

Never paste a private storage URL into a message. Use the document’s secure Project or Customer Account action so authorisation is checked at access time.

Tip

If a client cannot open a file, check the document’s visibility and audience, the stakeholder’s active status and permissions, and whether the item has actually been released.

Related guides

• Manage Agreements and signed PDFs
• Manage intake forms and uploads
• Review and release deliverables
• Configure client workspace access

Last reviewed: 1 September 2026