Upload, tag, search, filter, and manage documents in Cloud BMS at the portfolio and building level
Documents in Cloud BMS centralizes files such as as-builts, shop drawings, warranties, and O&M manuals. Tag each file with building, system, vendor, type, and tags so teams can search and filter without folder hierarchies.The Documents module appears at the portfolio level and building level when Document Management is enabled for the client and for that site. Upload and metadata changes are desktop-only.
The Vendor field and By vendor grouped view use the Vendors list from AssetOps. Cloud BMS does not maintain a separate vendor list for documents. If AssetOps is not enabled for a building, vendor options do not appear in upload, filters, or grouped view.
The All documents table can show these columns. Use the column control at the right edge of the header row to show or hide fields. Scroll horizontally when many columns are visible.
Column
Portfolio
Building
Description
Name
Yes
Yes
File name as a link. Select the name or external-link icon to open the document detail page.
Building
Yes
No
Building the document applies to. Omitted at the building level because the list is scoped to the open site.
System
Yes
Yes
System from the platform ontology (for example, Access Control, Audio Visual)
Type
Yes
Yes
Document type (for example, As-Builts, Budget, Shop Drawings)
Vendor — Filter by a vendor from the AssetOps Vendors list
O&M document — Quick filter for operations and maintenance manuals
Use the clear-filters control at the end of the filter row to reset dropdowns.The portfolio table supports all document table columns, including Building.
Open Documents from the building sidebar under Visualization and documents after you select a site. The list and filters apply to that building only.Use the header toggle to switch views:
System, Type, Tag, Vendor, O&M document — Same meanings as the portfolio filters. The Building filter is not shown because the view is already scoped to the open site.
Upload, Download, row menu (Edit, Replace, Delete), and bulk actions work the same as at the portfolio level. You do not select Building on upload because the site is already set.
Select Grouped view in the header to organize documents by category. The left panel lists groups; the right panel shows documents for the selected group.Select a grouping tab, then select a group name to load its document list. Each group shows a document count.
By system
By tag
By vendor
By type
Grouped view by system with Audio Visual selected and document table
Lists systems from the ontology (for example, Audio Visual, Access Control). The main panel title shows the system name followed by Documents.
Grouped view by tag with Financial tag selected
Lists tags assigned to documents (for example, Financial). Use this view to find files tagged for a topic across systems and types.
Grouped view by vendor with vendor group selected
Lists each vendor from the AssetOps Vendors list with a document count. Select a vendor to see only documents linked to that provider.
Grouped view by document type with Shop Drawings selected
Lists document types (for example, Shop Drawings, As-Builts, Budget). The main panel title shows the type name followed by Documents.
Within a group, use Search by name, dropdown filters, Upload, download, row actions, and bulk actions. The grouped table shows Name, System, Type, and Tags. Switch back to All documents to see every file for the building in one table.
Select Upload from the portfolio or building Documents page to open the Upload Document(s) dialog. Drag files into the upload area or select files to browse.
File size and formats
Maximum file size: 500 MB per file
Supported extensions include Microsoft Office (.docx, .xls, .xlsx, .ppt, .pptx) and CAD or 3D formats (.dwg, .rvt, .fbx, .3ds, .max)
Supported MIME types include application/pdf; image types such as image/png, image/jpeg, image/gif, image/bmp, image/tiff, and image/webp; and broader categories such as application/, audio/, font/, example/, message/, model/, multipart/, text/, and video/*
Files outside these limits or types may fail to upload.
Upload dialog with vendor, building, tags, and system metadata
Upload dialog with document type, O&M flag, and file name
1
Add files
Drag files into Upload documents or select files to browse. Each selected file appears in a row with its name and size. Remove a file with the X on that row if needed.
Select one or more existing tags from the dropdown. Use Search to find tags in the list. Each tag appears as a checkbox. You can assign multiple tags per document.
Tags multi-select with search, existing tags, and Add Tag option
To create a tag during upload, select + Add tag, type the tag name, then press Enter to add it. The new tag is selected for the document.
Replace archives the current file as a prior version and attaches a new file to the same document record. Metadata stays with the document entity.The Replacement history section lists prior file versions when replacements exist. Each entry shows the file name, Replaced at date and time, and the user who replaced the file. When no replacements have been made, the section shows that no history is available.
Replacement history with Download and Restore actions for a prior version
Open the vertical ellipsis menu on a history row to:
Action
Description
Download
Download that prior file version
Restore
Set the document back to that version. The current file moves into replacement history.
Document types are categories you assign on upload and in filters (for example, As-Builts, Budget, or Shop Drawings). Configure types in portfolio Settings only. They apply in both portfolio and building views.
Select Document types in the Settings sub-navigation.
Use Search document types to find an existing type, or select + Add document type to create one.
Document Types in portfolio Settings with search and add actions
Column
Description
Document type
Type name used in upload and filter dropdowns
Created at
Date the type was added
The table lists types such as Agreement/Contract, As-Builts, Budget, Catalogue, Change Order, Change Request, Comment Log, Cutsheet, Design, Drawings, Evaluation, Invoice, Memo, and Network Diagram. Your organization may define additional types.After you add a type in Settings, it appears in the Type field when you upload documents or filter a document list.See Settings for other portfolio configuration tasks.
Document Management must be enabled per client and building in Launchpad. Users do not see Documents in Cloud BMS when the product is disabled for that scope.
