Help

Document purposes

Set up the list of reasons for which a document is shared, such as For approval or For construction.

Where to find it
Company settings > Planning > Document Purposes
Who can use it
People who have the View Other Masters permission. You also need the View Documents permission to see the menu item.

A document purpose says why a document is on the project. Examples are For approval, For construction and As built. You create the list once. Later, when someone uploads a document to a project, they choose one purpose from this list in the Purpose field.

Before you start

Nothing is needed first. You can add purposes at any time.

How to add a purpose

  1. Open Company settings > Planning > Document Purposes.
  2. Click Add New (mark 1 in the first picture).
  3. Type the name in Purpose: (mark 1 in the second picture). For example, For approval.
  4. Click Save (mark 2). The button stays grey until you type a name.
The Document Purposes list. Mark 1 is Add New. Mark 2 is the search box.
The Document Purposes list. Mark 1 is Add New. Mark 2 is the search box.
The dialog that adds a document purpose. Mark 1 is the Purpose field. Mark 2 is Save.
The dialog that adds a document purpose. Mark 1 is the Purpose field. Mark 2 is Save.

How to edit or delete a purpose

  1. Click the three dots at the end of the purpose row.
  2. Click Edit, change the name, and click Save.
  3. Or click Delete and confirm the question.

Type at least 3 characters in Search (min. 3 characters) (mark 2 in the first picture) to find a purpose in a long list. Click the PURPOSE heading to sort.

What the columns mean

Name What it means
PURPOSE The name of the purpose, as people see it when they upload a document.

Rules to know

  • A purpose name cannot repeat. The system shows Document Purpose cannot be repeated.
  • You cannot delete a purpose that a document uses. The system shows Documents are present with this purpose. Open those documents and choose another purpose first.
  • You see Edit only with the Edit permission and Delete only with the Delete permission.

If something goes wrong

What you see What to do
Document Purpose cannot be repeated The name exists. Search the list and use the existing purpose.
Documents are present with this purpose. Change the purpose on those documents, then delete again.
Document Purposes is not in the menu Ask your administrator for the View Other Masters and View Documents permissions.