How to add project information and documents in Foreman
Gate codes, plans, specs and safety documents in one place for each job, where crew can read them on their phone but can't change them.
Every Foreman project has one place for the information your crew need on site. The address, client contact, gate codes and site hours go on the Site information card. Plans, specs and contracts go in Project documents, and safety documents such as SWMS and safety data sheets go in OHS Information. Admins and Site Managers add and organise them. Site Crew can only view.
Who can change what
An Admin can manage information and documents on every project. A Site Manager can do the same on the projects they manage. Site Crew are read-only: they can open and read everything they're allowed to see, but can't upload, rename, move or delete anything. More on roles in user roles in Foreman.
Add gate codes, contacts and site hours
- Open Projects and tap the project.
- On the Site information card, tap Edit.
- Fill in what you need: Site address, Owner / client contact, Access & gate codes, Site hours and a Description of the job.
- Tap Save.
Everyone on the project sees this card when they open the project, so the gate code is on their phone before they pull up at the gate. No more 6am phone calls asking for it.
Upload plans, specs and safety documents
The two libraries work the same way. What changes is who can see them.
Project documents are for operational files: drawings, specifications, scope sheets, council approvals, contracts. Only people logged in and assigned to the project can see them.
OHS Information is for safety material: SWMS, your SDS register or the safety data sheets themselves, evacuation plans, manufacturer instructions. These are public on purpose. Anyone with the site's induction link can read them, because visitors need to read them before they sign the induction. See how to set up a site induction. Keep anything private in Project documents.
To upload:
- Open the project.
- On the Project documents or OHS Information card, tap + Upload.
- Pick one or more files. PDF, JPG and PNG are accepted, up to 25 MB each and 20 files at a time.
- Choose a folder if you want one.
- For Project documents, set Visibility to All site crew or Site managers + admins only. Use the second for contracts, budgets or anything commercially sensitive.
- Confirm the upload.
Each document takes its name from the filename. You can rename it afterwards.
Organise documents into folders
Folders keep a big library readable. They're one level deep, and Foreman doesn't create any for you, so name them however you already sort your plans.
Create a folder. On the library card, tap View all, then tap New folder. Type a name, such as "Drawings", and tap Create folder.
Move several documents at once. In the library, tap Select to move, tap each document you want, then tap Move to folder. Pick the folder and tap Move. To move one document, open it, tap the actions menu and choose Move to folder.
Rename a folder. Open the folder, tap the folder actions menu and choose Rename folder.
Delete a folder. Choose Delete folder from the same menu. The documents inside go back to the main library. Nothing is deleted.
Rename or delete a document. Open it, tap the actions menu, and choose Rename or Delete.
Moving a document into a folder never changes who can see it. Visibility belongs to each document, and you change it from the document's own page.
What your crew see
Site Crew open the project and tap a document to read it on screen. PDFs open in the page, and images can be pinched to zoom. If they need a copy on the phone, the Download button sits at the top of the document. A crew member who isn't a Site Manager never sees documents marked Site managers + admins only, and folders only count the documents they're allowed to see.
Good to know
- Word and Excel files aren't supported. Save them as PDF first.
- Each file can be up to 25 MB.
- There's no version history. When drawings are revised, upload the new set and delete or rename the old one so nobody builds off superseded plans.
- On an archived project the libraries are read-only, even for Admins.
- A connected AI assistant can upload documents and create folders for you. See what you can ask your AI assistant.
Read more about Foreman's project information.