Reference Files

Reference Files are a shared library of supporting documents for your team. Upload a document once, and anyone on your team can attach it to an Inspection Form, where it becomes a lettered appendix at the end of the published report.

Reference Files are useful for the documents you reach for again and again:

• Diagrams and illustrations: drawings that explain a property feature, such as a roof layout, a foundation type, or how a drainage system is meant to work.
• Code excerpts: the sections of a building code you cite most often.
• Homeowner resources: maintenance checklists, seasonal guides, and anything else worth handing your client alongside the report.

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Reference Files are shared across your whole team. A file uploaded by one team member is immediately available to everyone else.

Viewing your library

Select Reference files from the sidebar to see everything in your team library. Each file shows its name, format, and size.

Select a file's name to open it in a new tab, or the pencil icon to edit it.

Supported files

Reference Files can be PDF, PNG, or JPG documents.

A team library can hold up to 100 files.

Adding a reference file

1. Select Reference files from the sidebar.
2. Select Create reference file.
3. Select Choose a file and pick the document from your device.
4. Enter a Name. This is the name that appears in the report, so use something your clients will understand.
5. Select Add to library.

tip

The Name field is prefilled from the filename, but filenames are rarely client-friendly. Replacing AHRI-Certificate-Carrier with AHRI Certificate - Carrier 24ACC6 makes the appendix far easier to follow in the finished report.

Names must be between 3 and 128 characters.

Editing or replacing a reference file

Select the pencil icon next to any file to rename it, or select Replace to swap in a new version of the document while keeping the same name and every existing attachment.

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Changes flow into reports published after the change. Reports you have already published keep their own frozen copy of the file, so updating your library never alters a report a client has already received.

This makes replacement the right tool for annual updates. When a new edition of a code excerpt is released, replace the file once and every future report picks it up automatically.

Deleting a reference file

Open the file with the pencil icon and select Delete reference file.

warning

If an Inspection Form still lists a deleted file as an appendix, that form cannot be published until the appendix is removed from it. Check that no in-progress forms depend on a file before deleting it.

Who can manage Reference Files

Role	View and attach	Create, edit, and delete
Admin	Yes	Yes
Scheduler	Yes	Yes
Inspector	Yes	No

Inspectors can browse the library and attach any file to their own Inspection Forms, but cannot add, rename, or remove library files. See Multi-inspector for the full permissions breakdown.

Related

• Appendices: attaching reference files to an individual Inspection Form.
• SOP Templates: attaching standards of practice documentation to a Form Template.
• Reports: how published reports are generated and shared.