Manage project documents and drawings

A construction tender is not the bill alone. Behind every line sits a specification clause and a drawing, and a subcontractor prices what they can read. On a project with nine trades, that used to mean nine copies of a 600-page spec book and a drawing folder, with everyone hoping the MEP bidder found the mechanical sections.

VEXORS keeps one project document library on the master request. You upload the spec book and drawing sets once, as PDFs or as a whole folder. The platform reads each document and lists its sections or sheets. Each trade package then picks exactly the parts its trade needs, and the AI package drafter reads those same parts when it writes the package. Scale

Where the library lives

The library is the Documents tab on the master request's page. It appears only on masters (a package has no library of its own; it selects from the master's), and on plans below Scale it is shown locked with an explanation. You can also reach the same uploader from the wizard: on the master's Requirements step, the Reference Documents card offers Upload documents or a whole folder and shows how many documents are already in the project library. PDFs attached there become project documents, and trade packages select sections and page ranges from them.

The tab's hint says it in one line: "Upload spec and drawing PDFs once here. Each trade package then picks the sections or pages it needs."

Uploading documents and folders

1. Choose files or a folder

   Upload document opens a drop zone: Drag a folder or PDFs here, or use Choose PDFs or Choose a folder. Only PDFs are accepted, each up to the stated size limit, and a folder's sub-folders are included. Set the Document type for the batch, Spec or Drawing, and change it on any single file below. Each file needs a Name; it is what the supplier will see, so "Mechanical Specification Rev C" beats the file name.

2. Read the folder review

   For a folder, Review folder contents tells you what will happen before anything uploads: how many documents are ready and their total size, a Skipped list (files that are not PDFs, or over the limit), and a Duplicates list (Already in this project). A file that already exists in your company library carries Already in your library, will be reused and is not uploaded twice. If the folder holds a drawing register spreadsheet, a banner offers Use it as this project's drawing register with Use or Not now. Folders above the file cap are refused with the limit stated; large folders upload in batches, and the review says how many.

3. Upload, pause, resume

   Upload N documents starts. You see N of N documents uploaded, bytes progress, the current batch, and a time estimate. Pause lets files already in progress finish and starts nothing new until Resume. Closing during an upload asks first (Uploads in progress): files not yet finished stop, and everything already added stays. If your browser closes mid-way, the tab later shows Resume: (folder) with Pick the same folder to continue; files that do not match the original session are excluded and named. A file that fails is marked failed and can be retried; one bad file never fails the rest of the batch.

4. Analysis runs behind you

   When the upload finishes, a summary counts uploaded, reused, skipped, and failed, with Download CSV for the record. Every document is added and ready to attach whole at once. Reading a document's sections or sheets is a separate analysis that runs a couple at a time, so the rest queue: the tab shows Analysing N of N documents, and Analyse first on a document, or on a whole folder, moves it to the front.

Reading the library

Each document row shows its kind (Spec or Drawing), its analysis state (N sections detected, N pages, Not analysed yet, Extracting…, or Extraction failed), and the folder it came from. Filter with All or Not analysed, by folder, or with Group by folder; search by name.

Two actions live on each row:

• Re-analyse document reads the document again and rebuilds its section list. Nothing is deleted and any extract already generated for a package stays as it is, but sections you had picked from this document for a package will need to be picked again; that package shows a notice until you do.
• Archive removes the document from selection. Existing package selections that reference it are unaffected.

The drawing register and sheet coverage

Drawing sets are only useful if every sheet can be named and tracked. Two panels on the Documents tab handle that:

• Drawing register: Attach register takes the project's drawing register spreadsheet (xlsx). It names every sheet and its trade, and drives sheet naming and coverage across your trade packages. The card shows N sheets listed. Attached (date)., with Replace and Remove register (removing drops the names and trade grouping; the uploaded file itself is not deleted).
• Sheet coverage: how many register sheets have actually been uploaded to the project, how many drawing sheets are selected into at least one package, and which drawings still have sheets in no package. When every sheet reaches a package the panel says so; until then it names the shortfall, drawing by drawing.

Attaching documents to a package

From a package card on the Split tab, Attach documents opens the library for that package. For each document you choose How to attach this document:

• Attach the whole document: the supplier receives your original file exactly as you uploaded it, not a regenerated copy.
• Choose specific sections: for an analysed spec, tick the sections this trade needs, grouped by division. Search within the sections; Select all and Clear are there for long lists. If the contents list names more sections than were found, the dialog says how many matched.
• Choose specific pages: add up to a stated number of page ranges (Add page range, From, To).
• Choose specific sheets: for a drawing set, tick the sheets, named from the register when one is attached.

A page budget applies per selection and per package; the dialog warns when a selection or the package as a whole is over it, so a "narrow" hand-off cannot quietly become the whole book again.

Two AI helpers sit alongside:

• Suggest sections proposes a selection for this package from its BoQ lines, marks it Suggested, and shows a banner until you review the ticks. Clear suggestions discards them. If your credit balance is too low for the AI refinement, the basic suggestions still appear and the dialog tells you the refinement was skipped.
• AI drafter scope: pick only the sections the AI description drafter should read, then Confirm AI scope. Until you confirm a narrower scope, the drafter reads the whole attachment. The confirmed count shows as a chip on the package.

Selections are not sent by ticking. Generate builds the extract the supplier will receive; each document shows Not sent yet, Generating…, or Ready, and a notice counts anything configured but never generated. Remove from package takes a document out of the selection; it can be re-added later. To attach several whole documents at once, tick them in the list and use Attach N documents.

What suppliers receive

What good looks like

• The spec book and the full drawing set are in the library, analysed, before the first package is created.
• The drawing register is attached, so every sheet has a name and sheet coverage can reach 100%.
• Each package receives sections and sheets, not the whole book; the whole-document mode is reserved for short documents that genuinely apply to every trade.
• The AI drafter scope is confirmed for each package before Draft all package descriptions, so the drafts are written from the right clauses.
• Every selection shows Ready before the package publishes; nothing is left at Not sent yet.