TaskRox Help & User Manual

Create folders and subfolders to organise your documents. Folders can represent contract sections, disciplines, or document types (e.g. Drawings / Specifications / Reports / Correspondence).

Right-click a folder to rename or delete it. Drag documents to move them between folders.

Drag files onto the upload zone in the main document area, or click Upload. Supported formats: PDF, DOCX, XLSX, DWG, DXF, images, and most office/CAD formats. Max 50 MB per file.

Each document records: filename, size, upload date, uploaded by, revision, and status.

Revision — track document revisions (Rev A, B, C…). Add a new revision to create a new version while keeping the history.

Status codes: - For Construction — current, approved for use - For Review — awaiting approval - Superseded — replaced by a newer revision - Void — cancelled / no longer applicable

Every folder has an automatic arc/ subfolder for archiving documents.

Automatic archiving — when you upload a new revision (supersede), the previous version is moved to the arc/ subfolder automatically with a full audit trail.

Manual archiving — click the Archive icon on any document row to move it to arc/. You can optionally add a note explaining why (e.g. "Replaced per RFI-042 response").

Restoring — browse into an arc/ folder and click the Restore button to move a document back to its parent folder.

The arc/ folder appears in the folder tree with a count badge showing the number of archived files. It is greyed out and collapsed by default to keep the tree clean. Archive actions are recorded in the document's version history.

Files are served through private TaskRox storage access routes (including legacy /api/upload/[...path] paths and signed access flows). Only authenticated project members with module permission can download files.

To share a document with an external party, invite them as a project member with Documents → View permission.

The document picker lets project records link back to the same controlled Documents library instead of duplicating files. RFIs are one example; the same pattern supports evidence-heavy records such as QA, HSE, MOC, decisions and correspondence. In RFI edit mode, use Ref Documents → Add from library to attach controlled project documents after the RFI has already been raised.

Use Transmittals to issue one or more controlled documents to recipients with a transmittal number, subject, message, recipient list, and document set.

Use Reviews to route documents through controlled review assignments. Review records track status, assignees, due dates, outcomes, and review history so review obligations are visible rather than buried in email.

Use Set Up Folders to build a project document structure from standard lanes and saved templates.

The setup panel previews which folders are new versus already present before applying changes. Saved folder templates can be managed and reused across projects so document control does not start from a blank tree every time.

Document Templates let authorised users generate controlled project documents from block-based templates and merge fields.

Themes control generated document presentation such as colours, fonts, logo, page margins, header, and footer. The theme cascade resolves document, project, organisation, and system defaults, then snapshots the resolved theme so historical generated outputs remain stable.

Generated documents land in the project's Generated folder. DOCX is the canonical generated register file, with PDF available as a companion output where generated.

Supported documents can be opened in an external Office editor straight from the document register. Three editor lanes exist, and availability differs per workspace:

Whichever lane you use, TaskRox remains the controlled document register. Edits made in an external editor become official only through a controlled new version or save-back path that preserves the document's version history.

Not seeing the editor button? A document shows an editor button only when all of the following are true:

1. You have Documents Edit permission on the project. Read-only users keep preview and download.
2. The file type is supported for that lane (see the table above).
3. The document is the latest / current version — older revisions never show editor buttons.
4. The document is not archived, superseded, or void.
5. The lane's connector or configuration gate is satisfied:
6. - Google Sheets — the workspace connector is enabled (Organisation Settings → General → Google Sheets Connector), a workspace Google account is connected, and your TaskRox profile has a Google account email.
7. - Microsoft 365 — Microsoft 365 editing is configured for this TaskRox installation. If it is not configured, the button does not appear anywhere; there is no per-workspace toggle.
8. - ONLYOFFICE Docs — the ONLYOFFICE editor service is configured for this TaskRox installation and your organisation's ONLYOFFICE editing policy is enabled.

PDFs never show editor buttons. PDFs are published renditions and are preview/download-only by design. The controlled way to change a PDF is to supersede it — upload the revised file as a new version so the register keeps the full history.

Microsoft 365 here means document editing. It is separate from the Microsoft 365 / Outlook mailbox provider in Correspondence (see Correspondence → External mailbox providers), which syncs project email. Connecting one does not enable the other.

When enabled for your workspace, authorised users can open current XLSX documents in Google Sheets as external working copies.

Google Sheets is not the controlled record. TaskRox remains the official document register. Edits made in Google Sheets become official only when a user imports the working copy back into TaskRox as a new controlled document version.

The connector is controlled from Organisation Settings -> General -> Google Sheets Connector. A workspace admin must enable workspace access and connect a Google account before project users can create working copies.

Only users with Documents edit permission can create, open, import, or cancel Google Sheets working copies. Read-only users keep the normal preview and download workflow.

Working copies live in the workspace's connected Google Drive — not in personal Drives. To open one, each user needs a Google account email on their TaskRox profile (Settings -> Profile); TaskRox shares that specific file with them and the document panel shows who a copy is shared with. You'll be asked for this email the first time you open a working copy.

Working-copy access is automatically cleaned up: when a copy is imported or cancelled, per-user sharing is revoked and the Drive file is moved to trash. Active working copies that sit unimported for 14 days expire automatically — the copy is marked stale, sharing is revoked, and the Drive file is trashed. Create a fresh working copy from the latest document version to continue.

Enabling the connector copies selected workbooks into the connected Google Drive / Workspace environment. Use it only for nominated pilot workspaces and documents that are suitable for external Google editing.

Not seeing the button? Work through the visibility checklist in Editing documents in Office editors above — edit permission, supported file type (.xlsx only for this lane), latest version, document not archived/superseded/void, and the connector gates listed there.