Photos, drawings and files

How to add, view, pin, download and delete photos, videos, drawings and other files on a job, and the file list on clients and sites.

What it is for

Every job has two file sections.

• Photos holds site photos and videos. It is a gallery of thumbnails.
• Drawings holds plans and documents from the office. It is a plain list.

Where you upload a file decides what it is. A file added under Drawings is a drawing, even when it is a picture of a plan. A file added under Photos is a photo.

Clients and sites have one general list called Attachments. See Attachments on clients and sites.

Who can use it

In the crew app the two sections are on a job in My Jobs and in All company jobs.

Photos

Add photos

1. Open the job and scroll to Photos.
2. Click Add photos.
3. Click Take photo to open the phone camera, or Choose from gallery to pick photos or videos you already have. You can add several.
4. Wait until every file says Ready to save.
5. Fill Caption and Note if you want.
6. Click the save button. It reads Save to job photos, and with files ready, for example, Save 2 photos to job photos.

Each file becomes its own photo in the gallery.

The window has the save button and Cancel only. To add more photos afterwards, click Add photos again.

Photo fields

The photo gallery

The newest photo is first. Each card shows:

• The thumbnail. A video or other file shows a placeholder picture instead.
• The caption, or the file name when there is no caption.
• The date and time it was added, on your company's clock.
• A small pin badge on the thumbnail when the photo has pins.
• The ⋮ menu with Download, and in the office panel Delete and the completion tag.

The search box finds photos by caption or file name. With no photos the section says No photos yet.

View a photo

Click a thumbnail. The photo opens large over the page, with its pins. Close it with the X, with Escape, or by clicking beside the photo.

A video opens in a new browser tab when you click its placeholder. Escape closes an open pin box first, then the photo.

Pins

A pin marks a spot on a photo or on an image drawing, with a note and one optional photo. Use it to point at a detail: "crack here", "socket goes here".

1. Open the photo.
2. Click Add pin. The button changes to Tap the image to drop a pin (cancel).
3. Tap the spot. A numbered pin appears and its box opens.
4. Type the note. It is saved when you leave the note box. A note can be up to 500 characters. Anything longer is cut off.

To read a pin, tap its number. One box is open at a time. A pin with no note says No note.

A pin can carry one photo:

• Link existing photo lets you pick one of the other images already on this job, photos and image drawings. With none it says No other photos on this job yet.
• Upload photo adds a new image. It is also added to the job's Photos.
• With a photo on the pin the buttons read Change: link existing, Replace: upload and Unlink photo.
• Unlink photo only removes the link. The photo stays on the job.
• Tap the pin's photo to open it large.

Who can do what:

The top bar shows how many pins the image has. When you may not add pins it adds view only. The thumbnail in the gallery shows the same count, and a camera with a number when some pins carry a photo.

Pins work on images only. PDFs and videos have no pins.

Completion photos

Only when snagging is switched on for your company. A completion photo is a photo of the finished work. Tagged photos are printed on the job's completion report.

• When adding photos, switch on Completion photos (finished work) to tag every photo of that upload.
• Later, in the office panel, open the ⋮ menu of a photo and click Tag as completion photo or Untag completion photo. This works for images only. You see Tagged as a completion photo or Completion tag removed.

Drawings

Add a drawing

Office panel only.

1. Open the job and scroll to Drawings.
2. Click Add drawing.
3. Drop the files on Choose files to upload or click it to pick them. You can add several.
4. Wait until every file says Ready to save.
5. Fill Title and Description if you want.
6. Click the save button. It reads Save to drawings, and with files ready, for example, Save 2 files to drawings. To add more drawings afterwards, click Add drawing again.

Drawing fields

The drawings list

The newest drawing is first. The search box finds drawings by title or file name. With no drawings the section says No drawings yet.

View a drawing

Open the ⋮ menu of the drawing and click View.

• A PDF, video or other document opens in a new browser tab.
• A drawing that is an image opens large, like a photo, and can take pins.

Download

In Photos and in Drawings, open the ⋮ menu of the file and click Download. The file is saved under its original name.

Delete

Office panel only. Crew can never delete a saved photo or drawing.

1. Open the ⋮ menu of the photo or drawing and click Delete.
2. Confirm.

The file goes to the bin in Settings, Storage. It stays there for 30 days and still counts towards your storage until the bin is emptied.

Saving an upload

This works the same in every upload form: photos, drawings, attachments and job cost receipts.

• A file that finished uploading shows Ready to save. It is not on the job yet.
• A green line appears under the field, for example Photo ready. Tap the button below to save it. or Files ready. Tap the button below to save them.
• The save button counts the ready files and names where they go.
• While files are still uploading, the save button is disabled.
• Clicking outside the form does not close it.
• If you close the form with the X, Escape, Cancel or the phone's back button while files are ready, you are asked, for example, Discard 2 unsaved photos? with the line Uploaded, but not saved yet. Discarding drops them. Click Keep editing to go back, or Discard to drop them.

Upload rules

• Each file can be up to 512 MB.
• A JPEG or WebP photo larger than 2560 pixels on its long side is made smaller on upload. The original is not kept. PNG, HEIC, PDF and video files are stored as uploaded.
• If the same file is uploaded twice in your company, it is stored once.
• HEIC photos from an iPhone are accepted.
• Files are stored privately. View and download links work for a few minutes only.

Attachments on clients and sites

A client and a site each have an Attachments section for general files, such as a signed contract or a site plan. Jobs use Drawings and Photos instead.

To add a file:

1. Open the client or site and scroll to Attachments.
2. Click New attachment.
3. Add the File. One file at a time. Photos, videos, PDF, Word, Excel, text and CSV files, up to 512 MB.
4. Fill Title and Description if you want. The title is shown instead of the file name.
5. Click Save to attachments. With the file ready the button reads Save 1 file to attachments. To add the next file, click New attachment again.

The list shows:

The ⋮ menu of a row holds View (opens the file in a new tab), Download and Delete. Tick several rows and choose Delete selected to delete them together. Deleted files go to the bin in Settings, Storage.

What happens after

• Photos and drawings on a job are seen by the office and by the crew in the crew app.
• A photo uploaded on a pin is also in the job's Photos.
• Completion photos are printed on the completion report.
• Every file counts towards your company's storage. See Settings, Storage.
• Adding, changing and deleting a file is recorded: who did it and when.
• Adding a file sends no email. The one bell is about storage: when storage limits apply to your company, owners and admins get Storage 80% full, Storage 95% full and Storage full, once for each level.

Common mistakes

• The photos are not on the job. The upload finished but the save button was not pressed. Uploading and saving are two steps.
• "Storage full: clean up in Settings > Storage, or upgrade." Your company's storage is full. Delete files you no longer need and empty the bin, or move to a bigger plan.
• A link shows an error after the page was open for a while. View and download links work for a few minutes only. Reload the page and click again.
• A PDF was added under Photos and refused. Photos takes photos and videos only. Add documents under Drawings.
• "That file is not an image." A pin photo must be an image.
• No pin button on a PDF. Pins work on images only. Upload the plan as a picture to pin it.
• No Delete in the crew app. That is intended. Ask the office to delete it.
• No Add drawing in the crew app. Drawings are added by the office.