Upload, tag, search, filter, and manage documents in KODE OS at the portfolio and building level
Documents in KODE OS centralizes files such as as-builts, shop drawings, warranties, and O&M manuals. Tag each file with building, CSI division, system, vendor, type, and tags so teams can search and filter without folder hierarchies.The Documents module appears at portfolio and building levels when Document Management is enabled for the client and site. Upload and metadata changes are desktop-only.
The Vendor field and By vendor grouped view use the Vendors list from AssetOps. KODE OS 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.
Division
Yes
Yes
Two-digit CSI division (for example, 23 for HVAC). Sortable; show or hide in the column control.
Code
Yes
Yes
Six-digit CSI specification section when assigned (for example, 23 05 93). Displayed with spacing.
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)
Whether the file is development, pre-occupancy, or O&M
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
Legacy O&M flag. Use Document class to distinguish development records from operations documents.
Grouped view at the building level shows Name, System, Type, and Tags by default in the group panel. The Division tab appears first when CSI divisions are enabled.
Division — Filter by CSI division. Results include documents tagged at that division and documents tagged to any code beneath it (for example, Division 23 returns 23 05 93 files).
Code — Filter by six-digit CSI specification section with the same inclusive behavior beneath the selected level
System — Filter by system from the platform ontology. You cannot add systems manually in this module.
Vendor — Filter by a vendor from the AssetOps Vendors list
Document class — Filter by development, pre-occupancy, or O&M
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:
View
Purpose
All documents
Single table of all documents for the open site
Grouped view
Browse documents by division, system, tag, vendor, or type
Division, Code, System, Type, Tag, Vendor, Document class, 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. Grouped view supports a split layout: groups on the left and files on the right. Collapse or resize the left pane as needed.
Building-level Grouped view with System selected
For CSI MasterFormat grouping, use the Division tab.
Division
System
Tag
Vendor
Type
Grouped view Division tab with CSI MasterFormat list and document table
Lists top-level CSI divisions with a live document count. Counts match the table results for that division, including documents tagged to specific codes beneath it. Divisions with no documents appear in a collapsible group at the bottom of the list so the full MasterFormat catalog stays one click away without crowding active divisions.
Grouped view by system with a system group 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.
Division and Code are first-class metadata fields seeded from the CSI MasterFormat® list at the portfolio level. They are not free text, tags, or system values. The seeded list follows the current MasterFormat standard published by the Construction Specifications Institute (CSI).
Level
Format
Required
Description
Division
Two digits (for example, 23)
Yes for new uploads
Top-level CSI division. Existing documents may remain unassigned until reclassified.
Code
Six digits (for example, 23 05 93)
No
Specification section beneath the division
A document stores only the deepest level you assign. When you pick a code, the division is derived automatically so the two fields never drift apart. Codes are stored normalized and displayed with spacing, so 230593 and 23 05 93 match.
In upload, bulk edit, or division selectors, type a code or name instead of clicking through the hierarchy. Spacing and punctuation are ignored, so 230593, 23 05 93, and 23-05-93 all match. Name search works too: typing firestop finds 07 84 00 Firestopping and sets Division 07.Results outside the current selection appear under a separate heading rather than returning no matches. For example, typing lighting while Division 23 is selected shows that the match lives in Division 26.
Filter to documents with no Division to open a finite backlog list. Select rows and assign a division in bulk edit. This workflow supports reclassifying files that previously sat in a generic Other bucket.
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.
Select multiple rows in the portfolio or building list, then select Edit in the footer bar to update metadata for every selected document at once.Bulk edit supports Division, Code, Tags, System, Type, Vendor, Document class, and other shared fields. Assign Division in batches of 50 or more documents to reclassify backlogs efficiently.The tag picker in bulk edit supports unlimited tags with a searchable list. Tag options sort alphabetically.
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, Cut Sheet, 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 KODE OS when the product is disabled for that scope.
