Project Documents

The Documents tab on the project detail page is where you upload, generate, manage, and send all files associated with a project. From site plans and technical riders uploaded during planning to quotes and invoices generated from the Financial tab, every document lives in one centralised location with consistent access controls.

Accessing the Documents tab

Open a project and click the Documents tab in the project detail navigation. The tab displays a list of all documents and uploaded files for this project, with filters for category and status.

ProjectFile fields

Each uploaded file is stored as a ProjectFile record with the following fields:

• File name — The original name of the uploaded file
• File path — The internal storage path where the file is saved
• File type — The MIME type of the file (e.g., application/pdf, image/jpeg, application/vnd.ms-excel)
• File size — The file size in bytes. NexusRMS displays this as a human-readable formatted value (e.g., "2.4 MB") via the file_size_formatted accessor.
• Category — A classification for organising documents by type
• Uploaded by — The user who uploaded the file, recorded for audit purposes
• Client visible — A boolean toggle (is_client_visible) that controls whether the document appears in the Client Node portal

The file URL is generated via a storage URL accessor, providing a secure, time-limited download link for each file.

Uploading files

To upload a file, click the Upload button on the Documents tab. You can either drag and drop files onto the upload area or click to browse your local file system. NexusRMS supports common document formats including PDF, Word documents, Excel spreadsheets, images (JPEG, PNG), and compressed archives (ZIP). Multiple files can be uploaded simultaneously.

After uploading, you are prompted to assign a category to each file and set the client visible toggle.

Document categories

Categories help organise documents so you can quickly find what you need. Common categories include:

• Site plans — Floor plans, venue layouts, and rigging drawings
• Technical riders — Artist or production technical requirements
• Risk assessments — Health and safety documentation for the event
• Contracts — Signed agreements between your company and the client
• Insurance — Certificates of insurance and liability documents
• Photographs — Site survey photos, equipment condition records, or event documentation
• Other — Any document that does not fit the above categories

You can filter the document list by category to narrow the view to a specific type.

Client visibility

The is_client_visible toggle on each file controls whether the document appears in the client's Node portal. When enabled, the client can view and download the file from their portal without needing to contact you. When disabled, the file is only visible to internal team members. This is useful for keeping internal documents (e.g., supplier quotes, internal risk assessments) separate from client-facing materials.

Document generation from other tabs

Several project tabs can generate documents that appear automatically on the Documents tab:

• Financial tab — Generate quotes and invoices pre-populated with all project financial data
• Equipment tab — Generate packing lists with all allocated equipment items
• Crew tab — Generate crew call sheets with call times, locations, and duties
• Transport tab — Generate delivery notes and collection notes
• Purchase Orders tab — Generate purchase orders for suppliers and sub-rental companies

Generated documents are created as PDF files and stored as ProjectFile records with the appropriate category and client visibility settings.

PDF generation and public sharing

NexusRMS generates professional PDF documents with your company branding, including logo, colours, and contact details. Client-facing documents — such as quotes, invoices, contracts, delivery notes, and collection notes — can be shared via a public link. This link opens a branded, read-only view that does not require the recipient to log in. From the public view, clients can approve quotes, sign contracts, and pay invoices directly.

Version management

When you regenerate a document of the same type (for example, regenerating a quote after adding more equipment), NexusRMS creates a new version while preserving the history of previous versions. Each version is timestamped and attributed to the user who generated it. You can view and download any previous version from the document's detail view. This ensures you always have a record of what was sent to the client at each stage of the project.

Threads tab

The Threads tab, located alongside the Documents tab in the project navigation, provides a communication log linked to the project. Threads allow team members to discuss documents, flag issues, and leave notes. Each thread can reference a specific document, creating a clear audit trail of decisions and approvals.

Tips

• Set client visibility deliberately — Before sharing the Client Node portal link, review which documents are marked as client visible. Accidentally exposing internal cost sheets or supplier quotes can be embarrassing and commercially damaging.
• Use categories consistently — Agree on a standard set of categories with your team and use them consistently across all projects. This makes it far easier to find documents when you need them months later.
• Upload site survey photos early — Site photos uploaded during the planning phase help crew members prepare for load-in, even if they have not visited the venue themselves.
• Regenerate documents before sending — If you have made changes to equipment, crew, or financial data since the last document was generated, regenerate it before sending to ensure the client receives the latest version.

Next steps

Continue to the next article to learn about project templates and duplication, where you will create reusable blueprints for common project configurations and speed up project creation.