Overview & background
This article will delve into files in Fieldwire across the web, iOS/Apple, and Android versions. Using Files successfully in Fieldwire allows you to easily manage items, such as RFI's, inspection requests, cut sheets, etc. and provides an extra layer of integration across your project.
Table of Contents
Files Tab on Web
The 'Files' tab on the web version of Fieldwire keeps track of the files you have attached to plans, as well as any that you upload directly to the Files tab.
Fieldwire supports many file types, including PDF, JPEG, PNG, CSV, TXT, and KML, to name a few. Files made in Microsoft Office's Word and Excel applications can be stored in Fieldwire, but not viewed from within the web version (you can export the files and then open them via the corresponding applications on your computer). However, Excel files can be viewed in Fieldwire's mobile app.
PDFs that are uploaded to the Files tab and that are password-protected can be accessed by entering the password.
PDFs that are created via iScanner will open normally within the mobile app; Adobe is the default viewer for these files if they are being accessed via the web version of Fieldwire. (The PDFs will not display the file extension within Fieldwire).
Similarly, DWG and CAD files can be uploaded into Fieldwire specifically for storage/distribution purposes; you cannot open DWG and CAD files in Fieldwire, but you can export them out of Fieldwire.
Any .MP4 and .MOV files, under 200mb, can be uploaded to the ‘Files’ tab. These will play in Fieldwire's media viewer, and be included as downloadable links in reports and task exports. Other video file types, including .WMV, .AVI, and .FLV files are not currently supported.
Note: The size limit for content uploaded to the Files tab, via Fieldwire, is 200mb. If the content is uploaded to the 'Files' folder in the 2-way sync, the content limit is 200mb.
Select '+ New file' to upload new files to the Files tab:
Note: Files uploaded from the '+New' file will be stored under 'All folders'.
After you select the files to import into Fieldwire, select 'Upload':
To upload a file directly to a specific folder, you'll need to click on the desired folder and follow the same steps above.
Select '+New Folder' to create a new folder to organize your files. You can also create subfolders for more granularity of organization:
After you select a file, you can click "Actions" to have the option to move them between folders or delete them entirely. You can also export multiple files at once. When you export a file, you will receive a link via email to download the file.
How to Sort/Filter Files
To sort files, you can leverage the options on the left sidebar - "My files" or "All files", the column headers, and the "Filter Files" option.
When 'My files' is selected, only the files you have uploaded will be in view. If you select 'All files', you'll see all files in the project, regardless of who uploaded the content.
For the column headers, Fieldwire gives you columns you can use to sort your folders and files: Type, Name, Updated by, Last updated, and Links. To sort by a particular column, simply click on it.
"Type" refers to the type of file it is: Word Doc, Excel Spreadsheet, PDF, etc. "Name" refers to the name of the file, itself. "Updated by" refers to the person who uploaded the document or recently edited/changed/annotated it within Fieldwire. "Last updated" refers to the specific date and time that the file was edited, hyperlinked elsewhere within Fieldwire, updated, etc. "Links" refers to the number of plan sheets that the file is linked to.
By clicking on the number under "Links", you'll be able to see which specific plan sheets the file is linked to.
Selecting 'Filter files' allows you to filter by who updated a file, a tag associated with the file, the file name itself, and time filters.
Once your PDF files have been uploaded & organized on the web, you can then view and make markups on them.
View and Edit PDF Files
When you open a PDF file, there are several options to interact with the file.
Select the 'View' option to hide any markup tools. In this view, or in any other, you can select the option on the left to expand the pages or bookmarks, in a multipage file, and jump to that page. If you select the option on the right, you can view comments and markups associated with the file:
Project Admins and Members can also choose the 'Annotate' option to add freehand annotations, text boxes, or highlight and underline any readable text on the PDF:
Project Admins and Members can choose the 'Shapes' option to add freehand annotations, squares, clouds, or arrows to the PDF document:
The 'Fill and Sign' option provides Project Admins and Members the option to sign off on the form:
The additional options on the right allow you to view the document in full screen, print the document, and / or download the document:
If you upload a document to the Files tab and you need to rotate it, click on the square icon located in the upper left hand corner. You can then click on the page icon which will rotate your PDF.
Note: In order to save the rotation, you will need to make a markup on the PDF and the click save when prompted
Note: Any files attached to specific tasks will not appear on the Files page. This is due to the different levels of permission between users - Admins, Members, and Followers have varying access to project information.
Note: You can add a .pdf with fillable text and enter that text in Fieldwire; this is super convenient if you have a file that your team or company uses.
Subfolders
In the Fieldwire Files tab, users can now create multiple layers of folders in their projects. These new subfolders and tree structures will make file organization much easier and make files easier to locate.
Note: If you are on the Business tier and restrict access to the primary folder with File Access Control, this restriction will affect all other subfolders under the primary folder.
Create a Subfolder
To create a subfolder, you'll first need to establish where you'd like this subfolder to be placed, and, in order to do so, you'll need to click on the pertinent parent folders first.
As shown in the video above, the subfolder "04. Receipts 2022 - April" was placed under the parent folders "01. Finances 2021 & 2022" and "02. Receipts 2022". In other words, the folder structure shown in the video above is as follows: 01. Finances 2021 & 2022 -> 02. Receipts 2022 -> 04. Receipts 2022 - April.
Note: Folders are automatically organized alphanumerically.
Moving Files
With the new subfolders functionality, when moving files between folders, you'll now be able to move files to all levels of subfolders.
To do so, you'll first need to select the checkbox next to the file "Type". Then, click the Actions dropdown menu and select "Move". From there, you'll see a pop-up showing you where you can move those files, including subfolders, shown in the GIF below.
Moving Folders
In addition to moving files, users can move entire folders (and their subsequent subfolders and files) and layer them within other folders.
To do so, click the three dots that are to the right of the folder that you want to move. After clicking on these three dots, you'll see a few options, one of which being "Move". After you click "Move", you'll see a pop-up that will allow you to choose where you want to place the folder.
Exporting Files from Folders
In addition to exporting singular and multiple files, themselves, users can export files from entire folders and their subfolders.
To do so, click the three dots to the right of the folder (and subfolders) you'd like to export. After clicking the three dots, click "Export files". This will immediately initiate the export process and you'll receive a notification in your email.
In the email, you'll see a link to a .zip file that needs to be unzipped. Once the file is unzipped, depending on how many subfolders you have, you may see something similar to what's in the screenshot below.
Files on iOS
Any file and folder (and subfolder) that has been uploaded to the web version will appear on the mobile version of Fieldwire. These files and folders will reflect exactly what is on the web. If there are any discrepancies between what you see on the web and what you see on your iOS device, please go through the steps in our iOS syncing issues article.
Like on the web, you can also filter by 'My files', or files you have uploaded. Or 'All files' or files that all individuals on the project have uploaded. In addition, you can use the search bar to search for specific files by their name:
Select the blue "+" icon in the top right corner and choose which files you would like to upload. Once you connect your device to WiFi and sync, those files will be available on the web:
Like on the Web Version of Fieldwire, you are able to upload files from the local files on your iPad, or from Box, Dropbox, and Google Drive.
Note: The file size limit is 50MB.
Files Toolbar
Once you open a PDF file, select the 'Annotate' option to display the options to add annotations, markups, or a signature directly onto the document in Fieldwire:
Annotate:
Once 'annotate' is selected, you can leverage a variety of markup tools. The markup tools include:
- Multiple ways to highlight.
- Different kinds of pens.
- A sticky note comment tool.
- Different types of underlining.
On Android
Any file and folder (and subfolder) that has been uploaded to the web version will appear on the mobile version of Fieldwire. These files and folders will reflect exactly what is on the web. If there are any discrepancies between what you see on the web and what you see on your Android device, please go through the steps in our Android syncing issues article.
Like on the web, you can also filter by 'My files', or files you have uploaded. Or 'All files' or files that all individuals on the project have uploaded. In addition, you can use the magnifying glass to search for specific files by file name:
Select the blue "+" icon in the bottom right corner and choose which files you would like to upload. Once you connect your device to WiFi and sync, those files will be available on the web.
Note: If you attach a file to a task, and run a report of the tasks, the file will be included in the report if it is smaller than 2.5 Mb. If the file is larger than 2.5 Mb, it will be accessible via a hyperlink in the report.
Files Toolbar
Once a PDF file is opened, you have access to some additional tools to interact with the PDF file:
- The Magnifying glass allows you to search for vector-based text and phrases on the PDF file itself.
- The share function allows for sharing files via email, Bluetooth, and any other applicable apps on your device.
- The markup toolbox has a fixture of markup tools.
Markup Toolbox:
The markup toolbox consists of the following tools:
- Textbox
- Pens
- Shapes and line markups
- Signature function
- Highlighter
- Strikethrough
More Information
These resources give more information about what you can upload to Fieldwire.
Tutorial Video on Files and Hyperlinks in Fieldwire
Tutorial Video on Posting RFI's in Fieldwire