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Using SharePoint Files in Readybuild

A user guide for working with project files when your company uses Microsoft SharePoint as the file storage backend.

Overview​

When your company has configured SharePoint integration, all project files are stored in your Microsoft SharePoint site instead of local storage. This guide covers daily file operations from within Readybuild.

Administrator Setup Required

SharePoint must be configured by an administrator before these features are available. See Microsoft 365 Integration for setup instructions.

How SharePoint Files Work​

Behind the Scenes​

  • Files you upload in Readybuild are stored in SharePoint
  • You access them through Readybuild's familiar interface
  • Files are also accessible directly in SharePoint or Microsoft Teams
  • Project permissions in Readybuild control who can view/edit files

What This Means For You​

  • No change to how you work in Readybuild
  • Files are backed up and secured by Microsoft
  • IT can manage storage policies centrally
  • Files can be accessed from SharePoint when needed

Uploading Files​

From the Project Files Tab​

  1. Navigate to your project
  2. Click the Files tab
  3. Click Upload or drag files into the upload area
  4. Select files from your computer
  5. Wait for upload to complete

Upload Progress​

  • Progress bar shows upload status
  • Large files may take longer
  • Don't close the browser during upload
  • Multiple files can be uploaded simultaneously

From Other Areas​

Files can also be uploaded from:

  • Activities - Attach files to activity notes
  • Daily Logs - Add photos and documents to logs
  • Change Orders - Attach supporting documentation
  • Estimates - Include reference documents

Viewing Files​

File List View​

The Files tab shows all project files:

ColumnDescription
NameFile name (click to preview or open)
TypeFile type icon
SizeFile size
UploadedDate uploaded
Uploaded ByWho uploaded the file

Previewing Files​

Click a file name to preview:

  • Images - View in browser
  • PDFs - View with built-in PDF viewer
  • Office documents - Open in Microsoft Office Online
  • Other files - Download to view

Opening in SharePoint​

To access a file directly in SharePoint:

  1. Click the ... menu on the file row
  2. Select Open in SharePoint
  3. File opens in a new SharePoint tab

This is useful for:

  • Using advanced SharePoint features
  • Sharing with external users through SharePoint
  • Accessing version history
  • Editing with full Office desktop apps

Organizing Files​

Folders​

Create folders to organize project files:

  1. Click New Folder
  2. Enter a folder name
  3. Click Create
  4. Drag files into folders or upload directly to folders

Standard Folder Structure​

Your company may have a standard structure:

Project/
├── Contracts/
├── Design/
├── Photos/
│   ├── Before/
│   ├── During/
│   └── After/
├── Permits/
├── Plans/
└── Correspondence/

Moving Files​

To move a file to a different folder:

  1. Select the file(s) to move
  2. Click Move or drag to the destination folder
  3. Confirm the move

Renaming Files​

  1. Click the ... menu on the file
  2. Select Rename
  3. Enter the new name
  4. Press Enter or click Save

Downloading Files​

Single File Download​

  1. Click the ... menu on the file
  2. Select Download
  3. File downloads directly from SharePoint to your default download location, using its original filename

Multiple Files​

  1. Select multiple files using checkboxes
  2. Click Download Selected
  3. Files download as a ZIP archive

Bulk Download​

For downloading all project files:

  1. Open the project in SharePoint
  2. Use SharePoint's bulk download feature
  3. Or use the SharePoint sync client

Deleting Files​

Deleting a Single File​

  1. Click the ... menu on the file
  2. Select Delete
  3. Confirm deletion

Deleting Multiple Files​

  1. Select files using checkboxes
  2. Click Delete Selected
  3. Confirm deletion
Permanent Deletion

Deleted files go to the SharePoint Recycle Bin. Contact your IT administrator if you need to recover a deleted file.

Sharing Files​

Within Readybuild​

Files are automatically accessible to team members with project access. No additional sharing needed.

Via SharePoint​

To share files with external parties (subcontractors, clients not in portal):

  1. Open the file in SharePoint
  2. Click Share in SharePoint
  3. Enter recipient email addresses
  4. Set permissions (View or Edit)
  5. Send the share invitation

To get a direct link to a file:

  1. Click the ... menu on the file
  2. Select Copy Link
  3. Paste the link in emails or messages

Photos and Images​

Photo Management​

Project photos have additional features:

  • Thumbnail view - See photo previews
  • Gallery view - Browse photos in a slideshow
  • Tags - Add tags to categorize photos
  • Location - View where photos were taken (if GPS enabled)

Uploading Photos from Mobile​

When using Readybuild on mobile:

  1. Tap Add Photo
  2. Choose Take Photo or Choose from Library
  3. Photo uploads automatically
  4. Add a caption if desired

Photo Categories​

Organize photos by stage:

  • Before - Pre-construction conditions
  • During - Progress photos
  • After - Completed work
  • Issues - Problems to document
  • Selections - Customer selection photos

Working with Office Documents​

Editing in Browser​

Microsoft Office files (Word, Excel, PowerPoint) can be edited in the browser:

  1. Click the document
  2. Click Edit in Browser
  3. Make your changes
  4. Changes save automatically

Editing in Desktop App​

For full editing features:

  1. Click the ... menu on the document
  2. Select Open in Desktop App
  3. Document opens in Word, Excel, or PowerPoint
  4. Save changes (syncs back to SharePoint)

Creating New Documents​

  1. Click New in the Files tab
  2. Select document type (Word, Excel, PowerPoint)
  3. Enter a name
  4. Document opens for editing

File Versions​

Viewing Version History​

SharePoint automatically tracks file versions:

  1. Open the file in SharePoint
  2. Click Version History
  3. View all previous versions with timestamps

Restoring a Previous Version​

If you need to undo changes:

  1. Open Version History in SharePoint
  2. Find the version you want
  3. Click Restore
  4. Previous version becomes the current version

Searching Project Files​

Use the search box in the Files tab:

  1. Enter keywords
  2. Results show matching file names and contents
  3. Click a result to open

For more complex searches:

  1. Open the project in SharePoint
  2. Use SharePoint's advanced search
  3. Filter by date, type, author, etc.

File Size Limits​

Upload Limits​

LimitValue
Maximum file size250 GB
Maximum path length400 characters
Blocked file types.exe, .dll, .bat, and others

Storage Quotas​

Your SharePoint site has a storage limit. If you see storage warnings:

  1. Contact your IT administrator
  2. Delete unnecessary files
  3. Archive old projects

Troubleshooting​

Files Not Uploading​

Problem: Upload fails or hangs

Solutions:

  1. Check your internet connection
  2. Verify file size is under 250 GB
  3. Check for special characters in filename (avoid: \ / : * ? " < > |)
  4. Try a different browser
  5. Contact IT if SharePoint is having issues

Can't Access Files​

Problem: "Access Denied" error

Solutions:

  1. Verify you have project access in Readybuild
  2. Check with administrator about SharePoint permissions
  3. Try logging out and back in
  4. Contact IT for permission issues

File Won't Open​

Problem: File doesn't preview or download

Solutions:

  1. Check file hasn't been deleted
  2. Verify file type is supported
  3. Try opening directly in SharePoint
  4. Download and open locally

Slow Performance​

Problem: Files taking long to load or upload

Solutions:

  1. Check internet connection speed
  2. Large files take longer—be patient
  3. Try during off-peak hours
  4. Contact IT about SharePoint performance

Sync Issues​

Problem: Changes not appearing

Solutions:

  1. Refresh the page
  2. Wait a few minutes for sync
  3. Check if file is open elsewhere (may be locked)
  4. Try opening directly in SharePoint

Best Practices​

File Naming​

  • Use descriptive names: Kitchen_Photo_BeforeDemo_2024-01-15.jpg
  • Avoid special characters
  • Include dates in names for easy sorting
  • Use consistent naming conventions

Folder Organization​

  • Create folders before uploading
  • Use a consistent structure across projects
  • Don't nest folders too deeply (max 5-6 levels)
  • Archive completed project files

Regular Maintenance​

  • Delete unnecessary files
  • Consolidate duplicate files
  • Update file names if content changes
  • Move files to appropriate folders

Security​

  • Don't share files with external parties without approval
  • Be careful with confidential documents
  • Report any suspicious file activity
  • Don't download sensitive files to personal devices