> ## Documentation Index > Fetch the complete documentation index at: https://documentation.kodelabs.com/llms.txt > Use this file to discover all available pages before exploring further. # Document management > 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](/products/kode-os/get-started/introduction#portfolio-level-modules) and [building level](/products/kode-os/get-started/introduction#visualization-and-documents) 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](/products/assetops/resources/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. ### Document table columns 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](#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](#document-types) (for example, As-Builts, Budget, Shop Drawings) | | **Tags** | Yes | Yes | Metadata tags assigned on upload | | **Vendor** | Yes | Yes | Vendor from the AssetOps [Vendors](/products/assetops/resources/vendors) list | | **Uploaded by** | Yes | Yes | User who uploaded the file | | **Uploaded at** | Yes | Yes | Date and time the file was first uploaded | | **Last updated at** | Yes | Yes | Date and time of the most recent file or metadata change | | **O\&M document** | Yes | Yes | Indicates whether the file is marked as an operations and maintenance document | **Grouped view** at the building level shows **Name**, **System**, **Type**, and **Tags** by default in the group panel. *** ## Portfolio view Open **Documents** from the portfolio sidebar to work across all buildings where Document Management is enabled. ### All documents list The portfolio **All documents** view shows every file in scope in one table. Use **Search by name** and the filter row to narrow results. Portfolio Documents All Documents view with Building System Type Tag and Vendor filters and table columns including Building #### Portfolio filters * **Search by name** — Find documents by file name * **Building** — Limit results to one or more buildings * **System** — Filter by system from the platform ontology (namespaces). You cannot add systems manually in this module. * **Type** — Filter by [document type](#document-types) * **Tag** — Filter by one or more tags * **Vendor** — Filter by a vendor from the AssetOps [Vendors](/products/assetops/resources/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](#document-table-columns), including **Building**. #### Portfolio list actions * **Upload** — Add new documents. Select a **Building** on upload. See [Upload documents](#upload-documents). * **Download** — Download a single file from the row action * **Row menu** — **Edit**, **Replace**, or **Delete**. See [Row actions](#row-actions). * **Bulk actions** — Select rows to use **Cancel**, **Download**, **Edit**, or **Delete** in the footer bar **Delete** removes the document. Use **Replace** on a single document when you need to keep prior versions. See [Replace and version history](#replace-and-version-history). *** ## Building view 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: | View | Purpose | | ----------------- | ------------------------------------------------ | | **All documents** | Single table of all documents for the open site | | **Grouped view** | Browse documents by system, tag, vendor, or type | ### All documents list **All documents** is the default table at the building level. Building Documents All Documents view with System Type Tag Vendor and O&M Document filters and columns Name System Type Tags Vendor Uploaded At Last Updated #### Building filters * **Search by name** — Find documents by file name * **System**, **Type**, **Tag**, **Vendor**, **O\&M document** — Same meanings as the [portfolio filters](#portfolio-filters). The **Building** filter is not shown because the view is already scoped to the open site. The building table supports the [document table columns](#document-table-columns) except **Building**. #### Building list actions * **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. ### Grouped view 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. Documents Grouped View By System tab with Audio Visual selected showing document table with Name System Type and Tags columns Lists systems from the ontology (for example, Audio Visual, Access Control). The main panel title shows the system name followed by **Documents**. Documents Grouped View By Tag tab with Financial selected showing two documents with System and Type columns Lists tags assigned to documents (for example, Financial). Use this view to find files tagged for a topic across systems and types. Documents Grouped View By Vendor tab with ALI BABA TEST selected showing vendor documents table Lists each vendor from the AssetOps **Vendors** list with a document count. Select a vendor to see only documents linked to that provider. Documents Grouped View By Type tab with Shop Drawings selected showing one document in the table Lists [document types](#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. *** ## Upload documents 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 Documents modal with drag and drop area and Vendor Building Tags and System dropdown fields Upload Documents modal with Type dropdown O&M Document checkbox and Name field for the selected file 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. Assign metadata that drives search and filters. Vendor from the AssetOps [Vendors](/products/assetops/resources/vendors) list. Options match vendors you create at the portfolio level in AssetOps. Building the document applies to. Required when you upload from the portfolio view. At the building view, the open site is applied automatically. 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. Upload Documents modal Tags dropdown with Search field, checkbox list of tags such as Railings and Roofing, and Add Tag button 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. Upload Documents Tags field with Shop Drawings typed and tooltip Press enter to add the new tag System from the platform ontology. Complete required document fields. Document type (for example, As-Builts). Types come from [Document types in Settings](#configure-document-types-in-settings). When enabled, marks the file as an operations and maintenance document. Display name for the uploaded file. Select **Upload** to save the document, or **Cancel** to close without saving. *** ## Row actions Open the vertical ellipsis menu on a document row in the portfolio or building list. Documents table row menu open showing Edit Replace and Delete options | Action | Description | | ----------- | ----------------------------------------------------------------------- | | **Edit** | Update metadata without changing the file | | **Replace** | Upload a new file version while keeping the document record and history | | **Delete** | Permanently remove the document | *** ## Document detail page Select a document **Name** link from the portfolio or building list to open its detail page. Document detail page showing Name Vendor Building Tags System Type Uploaded At fields and Replacement History section The header includes **Download** and a vertical ellipsis menu for additional actions. ### Metadata | Field | Description | | ------------------- | -------------------------------------------------------------------- | | **Name** | File name as a link to open or preview the file | | **Vendor** | Vendor from the AssetOps **Vendors** list | | **Building** | Building context | | **Tags** | Assigned tags | | **System** | System from the ontology | | **Type** | Document type | | **Uploaded by** | User who uploaded the file | | **Uploaded at** | Date and time the file was first uploaded | | **Last updated at** | Date and time of the most recent file or metadata change | | **O\&M document** | Whether the file is marked as an operations and maintenance document | ### Replace and version history **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. Document detail page Replacement History showing prior kode-logo.png version with row menu for Download and Restore 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 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. ### Configure document types in Settings 1. Open **Settings** from the portfolio sidebar. 2. Select **Document types** in the Settings sub-navigation. 3. Use **Search document types** to find an existing type, or select **+ Add document type** to create one. Settings Document Types page with table columns Document Type and Created At, search field, and Add Document Type button | 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](#upload-documents) or filter a document list. See [Settings](/products/kode-os/settings#document-types) for other portfolio configuration tasks. *** ## Product enablement Document Management must be enabled per client and building in [Launchpad](/products/launchpad/channel-partners/product-enablement). Users do not see **Documents** in Cloud BMS when the product is disabled for that scope. *** ## Related modules Configure document types and other portfolio settings. See where Documents appears in portfolio and building navigation. Add and manage vendors in AssetOps. The Documents module uses this list for upload, filters, and grouped view. Review system groupings that align with document system metadata.