---
title: Add or revise a document
summary: Upload a new file to a project folder, or replace an existing file with a new revision.
order: 1
menu: Planning > Documents
route: /documents/make
who: People who have the Add Documents permission to add a file. Revising a file needs the Edit permission in that folder.
---

Use this form to put a file into a folder of the project. You also use it to replace a file with a new version. A replaced file becomes the newest revision. Superwise keeps the older revisions.

## Before you start

- Choose the project at the top of the page.
- Make sure the folder you need exists. Folders are made by your administrator. See [Document folders](../planning/document-folders.md).
- Have the file ready. It must be smaller than 100 MB.

## How to add a document

1. Open **Planning > Documents**.
2. Click **Add Document**.
3. Type the **Document Number** (mark 1). The number must be unique, for example `AH-ARC-001`.
4. Type the **Document Name**. The name must be unique too.
5. Choose the **Date** (mark 2). This is the date of the drawing or letter. You cannot choose a day after today.
6. Choose the **Folder** (mark 3). Type in the box to search. Inner folders are shown with a small indent.
7. Click **Select document** (mark 4) and choose the file. The file name and size appear below the button. Click **Remove** if you chose the wrong file.
8. Fill the optional fields: **Tags**, **Stage**, **Purpose** and **Comments**.
9. Click **Save** (mark 5).

![The document form. Mark 1 is Document Number, mark 2 is Date, mark 3 is Folder, mark 4 is the file box and mark 5 is Save.](../media/documents-form.png)

When the save works, Superwise shows **Document Added** and returns to the list. If you wrote **Comments**, they are stored as the first comment of the document.

## How to revise a document

1. Open **Planning > Documents**.
2. Click the three dots at the end of the row of the document and choose **Edit**.
3. The number, name and folder are shown as text. You cannot change them here.
4. Choose the new **Date**.
5. Click **Select revised document** and choose the new file.
6. Click **Save**. Superwise shows **Document Revised**.

The **Rev** column in the list goes up by one.

## What the fields mean

| Name | What it means |
| --- | --- |
| **Document Number** | Your own number for the drawing or file. Required. Must be unique. |
| **Document Name** | The name shown in the list. Required. Must be unique. |
| **Date** | The date of the document. Required. |
| **Folder** | The folder that holds the file. Required. |
| **File** | The file to upload. Required. |
| **Tags** | Words that help you find the file later. |
| **Stage** | The stage of the document, for example a design stage. The list comes from [Document stages](../planning/document-stages.md). |
| **Purpose** | Why the file was issued. The list comes from [Document purposes](../planning/document-purposes.md). |
| **Comments** | A note for the readers. Saved as the first comment. |

## Rules to know

- You must fill the number, name, date, folder and file. **Save** does nothing until all five are filled.
- The file name must have an extension, such as `.pdf`. It cannot start with a dot. It cannot contain these characters: `\ / : * ? " < > |`. It can have at most 255 characters.
- You can choose one file at a time.
- A new file is first **Pending**. If an approval workflow is set for the folder, the approvers are told that the file waits for them.

> **Tip:** Use the same **Document Number** for all revisions of a drawing. Add the new file with **Edit** instead of adding a second document.

## If something goes wrong

| What you see | What to do |
| --- | --- |
| **Save** does not react | A required field is empty, or no file is chosen. Check the five required fields. |
| A red message under the form | Read it. It says what is wrong, for example that the number is already used. Change the value and save again. |
| The file is refused | Check the size (under 100 MB) and the file name rules above. |

## Related pages

- [Documents](index.md)
- [Document folders](../planning/document-folders.md)
- [Approval workflows](../general/approval-workflows.md)