Creating & Editing Documents
Creating Documents
In most cases, documents are stored on buildagil Uploaded. 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.
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. The options available depend on the document type.
Editing Office Documents
Office documents can be opened and edited either Locally within a program or online.
Editing PDF Documents
PDF documents can also be Local or Online and edited.
Opening and Editing Models
BIM models can be created directly in Viewer opened and edited.
Editing Other File Types
Additional file types can be added Opened in a local program. This makes it possible to edit even formats that are not directly supported in buildagil.
download
Documents can be Downloaded for use outside of buildagil.
Copy the link
Documents can be Linked so that they can be referenced directly in other elements. The 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 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 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.
Signing PDF Documents
PDF documents can be created directly from buildagil Signed. The desired signature service can be selected in the dialog box.
Favorites
Documents can be added to the Favorites. This creates a personalized list of frequently used documents that can be accessed quickly at any time.
Changes to Document Status
Changing the status of documents allows you to create Exam Questions. This supports structured quality assurance.
version history
A Version history is available for documents. This allows you to review previous versions or Restored. This ensures transparent traceability of changes.
Multiple selection
You can select multiple documents or folders at once to perform actions such as downloading, copying a link, creating tasks, adding 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 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.
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
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
- In the project settings, enable "Advanced Folder Naming" to shorten folder names
- Use categories to efficiently find documents, even when their names are short
For detailed information on extended folder names, see the following article: Extended Folder Name.
For detailed information on the categories, see the following article: Categories.
For more information about the maximum path length, see the following Microsoft article: File Name and Path Lengths.
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 another user and is therefore write-protected.
In this case, the document must first be checked back in by the person who checked it out. If this is not possible, please contact Support.
Updated on: 24/06/2026