> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://knowledge.buildagil.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Creating & Editing Documents

* [Creating Documents](#3-creating-documents)
* [Editing Documents](#3-editing-documents)
* [Troubleshooting](#3-troubleshooting)

### Creating Documents
In most cases, documents are stored on buildagil [Uploaded](/en/article/uploading-folders-documents-all435/). In addition, Word and Excel files, as well as OneNote notebooks, can be created directly within the folder structure using the "Create" option. These actions require write access to the parent folder. At the top level, this permission is reserved exclusively for project administrators.

![](https://storage.crisp.chat/users/helpdesk/website/-/d/2/9/f/d29f517da520580/dokumente-erstellen_1fmhrll.png =800x569)

> Document creation, file upload, file storage, document management, project documents
### Editing Documents
Documents can be edited if you have write permissions for the respective folder. For more information, see the article: [Visibility & Permissions for Folders & Documents](/en/article/visibility-permissions-for-folders-documents-bpho3i/). The options available depend on the document type.  

![](https://storage.crisp.chat/users/helpdesk/website/-/d/2/9/f/d29f517da520580/dokument-bearbeiten_il68wk.png =1000x833)

**Editing Office Documents**
Office documents can be opened and edited [Locally within a program](/en/article/editing-office-documents-locally-bxqvhu/) or online.  

**Editing PDF Documents**
PDF documents can also be opened and edited [Local](/en/article/editing-pdf-documents-with-local-programs-1hn87mt/) or [Online](/en/article/editing-pdf-documents-online-1uqawbd/) and edited.

**Opening and Editing Models** 
BIM models can be created directly in [Viewer opened and edited](/en/article/overview-of-models-bim-29wi0x/).

**Editing Other File Types**
Additional file types can be [Opened in a local program](/en/article/opening-folders-documents-in-a-local-program-19y5m5g/). This makes it possible to edit even formats that are not directly supported in buildagil.

**download** 
Documents can be [Downloaded](/en/article/downloading-folders-documents-b0k9qv/) for use outside of buildagil.

**Copy the link**
Documents can be [Linked](/en/article/linking-folders-documents-t1mik7/) so that they can be referenced directly within other elements. A link to a document can also be inserted into another project. Provided that users have the necessary access and view permissions in both projects, the document will be accessible there.

**Creating Tasks & Topics**
[Tasks & Topics](/en/article/overview-of-tasks-topics-mthdcc/) can be created directly within a document. These are automatically linked to the document, allowing work packages or discussions to be recorded directly within the context of the document.  

**Sending Documents to External Contacts**
Documents can be sent to [Sent to external contacts](/en/article/sending-documents-to-external-contacts-1kbwrau/) to be delivered to people who do not have access to buildagil.

**Plotting PDF Documents**
PDF documents can be sent directly from buildagil as a job to a [Plot Service Provider](/en/article/plotting-documents-plans-ta0ae0/).

**Signing PDF Documents**
PDF documents can be generated directly from buildagil [Signed](/en/article/signing-pdf-documents-10m4zjk/). The desired signature service can be selected in the dialog box.

**Favorites**
Documents can be added to the [Favorites](/en/article/favorites-ui9bkh/). This creates a personalized list of frequently used documents that can be accessed quickly at any time.

**Creating Shortcuts**
A [Link](/en/article/links-in-the-folder-structure-gyqbg4/) can be created directly from an existing document. The name and path are automatically carried over.

**Changes to Document Status**
Changing the status of documents allows you to create [Exam Questions](/en/article/reviewing-and-approving-documents-1x9xa4y/). This supports structured quality assurance.

**version history**
A [Version history](/en/article/document-version-history-1iuorzz/) is available for documents. This allows you to review earlier versions or [Restored](/en/article/restoring-documents-16es0fi/). This ensures transparent traceability of changes.

**Multiple selection**
You can select multiple documents or folders at once to execute actions such as downloading, copying a link, creating tasks, information, or topics, sending externally, changing status, moving, copying, or deleting them all at the same time. To select all items within a view at once, you can use the multiple selection feature. To do this, select the top item while holding down the "Shift" key. Then select the bottom item in the view. All elements in between are automatically selected, and the desired action can then be performed.
> Multiple selection, Select All, Selection function

**Additional Roles**
Documents can be renamed, moved, copied, or deleted. Deleted documents are moved to the [Recycle bin](/en/article/recycle-bin-1mekpz2/) and can be restored from there. Documents can be copied to other projects using "CTRL + C" and "CTRL + V." When copying documents to another project, the version history is lost.

**Categorize**
Documents can be categorized within the folder structure. Assigning categories makes the search easier and allows for targeted filtering. Categories are defined and edited in the [Project settings](/en/article/project-settings-1rjsa05/).

![](https://storage.crisp.chat/users/helpdesk/website/-/d/2/9/f/d29f517da520580/dokumente-kategorisieren_1x5iqu.png)

| If a file [Checked out](/en/article/editing-pdf-documents-with-local-programs-1hn87mt/) is being edited, it cannot be moved, deleted, renamed, or categorized.

In addition to the editing functions, the overview also displays other information. This includes the file size, the date of the last modification (along with the name of the person responsible), and the creation date (along with the creator’s name). This ensures that it is always clear when and by whom a document was created or last modified.

> Document management, file editing, file modification, document sharing
### Troubleshooting

| If the following troubleshooting steps do not resolve the issue, please feel free to contact Support.

* [Troubleshooting When Renaming or Moving Documents](#3-troubleshooting-when-renaming-or-moving-documents)
* [Troubleshooting Document Deletion](#3-troubleshooting-document-deletion)

### Troubleshooting When Renaming or Moving Documents
If a document cannot be renamed or moved and the following error message appears: "The file could not be renamed," this may be because the maximum path length has been exceeded. SharePoint limits the maximum length of a file path to 400 characters (including all parent folders). If this limit is exceeded, no further changes can be made to the path.

Possible solutions:
* Make the folder structure flatter by reducing the number of folder names or levels of nesting
* Enable "Advanced Folder Naming" in the project settings to shorten folder names
* Use categories to efficiently find documents, even when they have shorter names
For detailed information on extended folder names, see the following article: [Extended Folder Name](/en/article/extended-folder-name-1ttf4zo/).
For detailed information on the categories, see the following article: [Categories](/en/article/project-settings-1rjsa05/).

For more information about the maximum path length, see the following Microsoft article: [File Name and Path Lengths](https://support.microsoft.com/de-de/office/einschr%C3%A4nkungen-und-einschr%C3%A4nkungen-in-onedrive-und-sharepoint-64883a5d-228e-48f5-b3d2-eb39e07630fa#filenamepathlengths).

### Troubleshooting Document Deletion
If a document cannot be deleted and the following error message appears: "Not all items could be deleted," this may be due to the following reason: The document has been checked out by a user and is therefore write-protected.

![](https://storage.crisp.chat/users/helpdesk/website/-/d/2/9/f/d29f517da520580/fehlermeldung-beim-loschen-von_1xsb26s.png)

In this case, the document must first be checked back in by the person. If this is not possible, please contact Support.