Documents

Every Darwin project includes a built-in document repository. This keeps drawings, specifications, supplier quotes, and reference materials organized and easy to access throughout the estimating process.

Documents may be uploaded directly to a project, or associated with clients and suppliers.

1. What Documents Are Used For

Documents help you centralize all project-related information, including:

• architectural drawings
• structural plans
• specifications
• supplier or subcontractor quotes
• RFIs and clarifications
• site photos or notes
• IFC files and exports (optional)

By keeping files in one place, teams maintain clarity and reduce the risk of missing or outdated information.

2. Uploading Documents

To upload a document:

1. Open your project.
2. Go to the Files tab.
3. Click Upload File.
4. Select a folder (optional).
5. Upload and save.

You may upload multiple files at once.

3. Organizing Files with Folders

Projects include default folders such as:

• Drawings
• Specifications
• Quotes
• Contracts
• IFC Files

You can create custom folders to match your workflow.

Organizing files properly helps keep your project efficient and ensures other team members can find information quickly.

4. File Previews and Metadata

Darwin will display:

• file name
• size
• upload date
• uploader

Some file types (PDF, images) may include a preview.

5. Preserve File Revisions

Uploading the same filename again can replace the earlier contents. This does not create recoverable version history. Use dated or revision-specific filenames to preserve the drawing or quote that explains an earlier decision.

Access and Evidence

Project folders can allow all members, price reviewers and admins, or admins only. Ancestor-folder restrictions also apply. Widening access or moving restricted content into a less restricted location requires an admin; project responsibility does not replace folder permissions. Files cannot be moved between projects.

Cost Control files live in the project and can be linked as evidence for a cost or commitment. An active evidence attachment substantiates the cost. Deleting it removes that support and invalidates attribution suggestions based on it; check the affected record before deleting.

6. Documents for Clients & Suppliers

Clients and suppliers also have their own file repositories. These can store:

• contracts
• quotes
• compliance documents
• internal notes or references

These attachments help centralize vendor relationships and documentation.

7. Best Practices

• Upload documents as soon as they are relevant.
• Create clear folder structures.
• Keep file names consistent.
• Keep dated files when earlier decisions need explaining.
• Use the Files tab to find and inspect project evidence.

8. Next Steps

• Tasks
• Modules
• Estimations