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Guide

Project Library

A field-facing document library. Pick a project and see the documents crews actually need on site — SWMS, drawings, permits, inductions, and anything else a manager has marked visible to the library — instead of digging through the full project record.

Who can use it — Most site-facing roles get access as part of their standard permissions: general crew, supervisors, subcontractors, maintenance, and management/admin. It's read-only discovery — everyone who can open the page can preview and open documents; only users with document-management permission see the Add Document button. See Roles & Permissions for how access is set.

Where to find it — Safety & Compliance → Project Library in the sidebar. You can also jump straight into a single project's document set from a project's own page (a Site Pack button on the project header) — see below.

Before you start — a document only shows up here if whoever uploaded it marked it visible to the library. Internal-only project documents stay in the full Documents register and won't appear on this page.

How to use it

  1. Pick a tab — see Tabs below. Each tab's badge shows how many documents match.
  2. Narrow it down with the filters above the table: Project (search by job number or name) and Type (the document type, e.g. SWMS, Drawing, Permit).
  3. Show more columns if you need them. By default the table shows just Document and Project — use the column-toggle control above the table to add Type, Version, Sign-off, Latest Change, Source, or Updated.
  4. Act on a row — Preview, Open, Sign off, or Site Pack, depending on the document (see Opening a document).

Tabs

  • All Documents — every public document across your projects.
  • Recently Updated — anything updated in the last 30 days.
  • Sign-off Required — document types that require a Text Declaration or Signature Pad sign-off.
  • Versioned — document types with version history (either kept as a running history or replaced in place each update).
  • External Links — documents that are a link to an outside source rather than an uploaded file.

Opening a document

Each row in the Document column shows the document's label, with the filename (or the external link's domain) underneath. From there:

  • Preview opens the document in a modal without leaving the page — images render inline, PDFs load in an embedded viewer, and files too large to embed fall back to a download link instead.
  • Open opens the file or link in a new tab. For uploaded files this is a signed link that expires after 15 minutes — if it's gone stale, just click Open again.
  • Sign off appears only on SWMS documents that require a signature and are still awaiting yours. It hands you off to the SWMS Center to actually sign on — Project Library itself is discovery-only and doesn't collect signatures. Other sign-off-required document types (shown under the Sign-off Required tab) don't have this button; they're signed wherever that document type's process lives.
  • Site Pack jumps to the mobile Site Pack view (below) for that document's project.

Site Pack — the on-site view

Site Pack is a stripped-down, mobile-first version of a single project's public documents — built for pulling up on a phone on site, not for browsing the whole library. You reach it via the Site Pack row action in Project Library, or the Site Pack button on a project's own page.

It shows two things:

  • Compliance status at a glance — a chip for the project's SWMS status (Approved, Pending review, Rejected, Waived, Not required, or Missing) if the project has a SWMS requirement configured, plus a chip for whether a VMP (Vehicle/Traffic Management Plan) is on file.
  • Field documents — every public document on that project as a card, each with an Open document (or Open link) button. If a file has no usable link, the card shows Document unavailable instead.

There's no filtering, tabs, or preview modal here — it's deliberately just "what's current for this job," ready to tap open on a small screen.

Adding a document

If you have document-management permission, an Add Document button appears at the top of Project Library. It opens the same create form as the Documents register, with visible to library pre-set so anything you add here shows up for the crew immediately.

Connected pages

  • Documents — the full admin document register, including internal-only documents that never appear in the library.
  • Projects — the project record Site Pack and each library row link back to.
  • SWMS Center — where SWMS documents actually get signed.
  • Company Policies — company-wide policies live there, not here; Project Library is project-specific documents only.

Tips & common mistakes

  • Can't find a document? It's either not marked visible to the library yet (check with whoever manages Documents), or it belongs to a different project — clear the Project filter to check.
  • Open link not working? Signed links expire after 15 minutes. Go back and click Open (or Preview) again rather than reusing an old tab.
  • No Sign off button on a document you need to sign? It only appears for SWMS documents. Other signable types are actioned from wherever that document type's own workflow lives, not from Project Library.
  • Looking for internal or admin-only documents? They won't be here — check the full Documents register instead.
  • On site with a phone? Use the Site Pack link for the specific project rather than browsing the full library table — it's built for a small screen and leads with SWMS/VMP status.