How to add, manage, and share documents for a job

Knowify's document storage lets you upload, organize, and share files directly within your projects and service tickets — keeping all job-related materials in one place and accessible to your team in the field and office.

Uploading Documents

Documents can be uploaded to the Documents tab of any project or service ticket.

1. Open the project or service ticket.
2. Select the Documents tab.
3. Click Upload and select one or more files from your device.

You can upload multiple files at once by selecting more than one file in the file picker.

Supported File Types

File Type	Description
.png, .jpg, .gif	Photos can be uploaded directly to a project or ticket — useful for documenting site conditions, capturing progress, or providing visual sign-off on completed work.
.pdf	PDF files can be attached for any finalized document that needs to be shared or referenced in the field, such as contracts, permits, inspection reports, or submittals.
.docx	Word documents can be stored alongside a project for written materials like scopes of work, proposals, or correspondence that may need to be edited or updated over time.
.csv	Spreadsheet data exported from other tools — such as material lists or cost breakdowns — can be attached for reference without needing to re-enter information manually.
.xlsx	Excel files can be uploaded for budgets, schedules, or quantity takeoffs that need to remain accessible to the team throughout the project.
.vsd	Upload Visio diagrams to document project workflows, electrical schematics, or site layout plans that team members or subcontractors may need to reference or edit during a job.
.kmz	Field crews can access geospatial map files showing jobsite boundaries, utility lines, or GPS-tagged locations — especially useful for large outdoor or multi-site projects.
.dxf	Attach CAD drawing files for architectural or mechanical plans, allowing field teams to reference precise measurements and specs directly from their project or ticket.
.eml	Email threads with clients, inspectors, or suppliers can be saved directly to a project, keeping all written communication tied to the relevant job for easy audit or dispute resolution.
.msg	Similar to .eml, Outlook message files can be attached to capture client approvals, change order discussions, or vendor quotes in their original format alongside the project record.

Maximum file size: 50 MB per file.

Adding Remote Documents

Remote documents let you link to files hosted outside of Knowify — useful for large files stored in Dropbox or Google Drive or cloud-based spreadsheets like Google Sheets.

1. Go to the Documents tab of the project or service ticket.
2. Click Add remote document.
3. Enter a name for the document and paste a valid URL.
4. Click Save.

Remote documents will appear in the document list with a link icon before the file name.

Organizing with Folders

Folders help you group documents by phase, trade, or document type within a project or ticket.

1. Go to the Documents tab.
2. Click New Folder, enter a name, and confirm.
3. Upload files directly into the folder, or move existing files into it.

Managing Documents

To rename, download, move, or delete a document, click the actions menu (⋯) next to the file and select the action you want.

To move a file to another folder, select the checkbox next to the file and click Move, then select the new folder location. 

To act on multiple files at once, select the checkboxes next to each file and use the bulk actions toolbar that appears.

Warning: Deleted documents cannot be recovered. Confirm you no longer need a file before deleting it.

Sharing Documents and Folders with Field Users

By default, documents are visible to office users only. To make a file or folder available in the mobile app, click the toggle in the "share mobile" column. To unshare, follow the same steps and toggle sharing off. 

Marking Up Documents

Available on our Enterprise plans only. Supported file types: .pdf, .png, .jpg

Knowify's markup tool lets you annotate documents directly — useful for redlining plans, flagging issues on photos, or leaving notes for the field. For a full walkthrough, see How to mark up plans and job photos in Knowify.

1. Open the document from the Documents tab.
2. Click Markup to open the annotation editor.
3. Use the toolbar to add annotations, text, shapes, or freehand drawings.
4. Click Save to replace the original file with your annotated version, or click download to save the new an notated version to your computer.