--- title: "Documents" slug: workspace/documents url: https://projectri.com/docs/workspace/documents section: workspace audience: workspace app_route: "/[slug]/[user]/documents" permissions: [document.view, document.upload, document.delete] mobile: "/documents" updated: 2026-09-08 source: Projectri documentation --- # Documents Written documents and uploaded files in one library, with type filters, drag-and-drop upload, templates and a trash tab. ![Documents](https://projectri.com/docs-shots/workspace-documents.png) ## What it is Documents holds two kinds of row in one list: documents somebody wrote in Projectri, and files somebody uploaded. They share a table and an editor with [Notes](/docs/workspace/notes) — the module is what differs — so an uploaded PDF and a written product spec sit side by side, are filed under the same projects, and are shared the same way. ## How to get there Documents is in the main navigation. The list needs `document.view`. **Templates**, **Upload** and **New Document** only appear if you hold `document.upload`, which is also the key for editing. Deleting needs `document.delete`. There is no plan gate — documents are part of the core tier on every plan. ## How to use it ### Find something 1. The search box matches on title, preview text, the uploaded file's name, project names and tags, over the rows already loaded. 2. The chips filter by type: **All**, **PRD**, **FRD**, **Design**, **Meeting**, **Report**, **Files**, **Starred**, **Trash**. 3. **Project** narrows to one project, and the pill below tells you *"New documents and uploads will be filed under …"* so an upload is not filed somewhere you did not intend. 4. Ordering is fixed: starred first, then most recently edited. There is no sort control. ### Upload files 1. Press **Upload**, or drag files anywhere onto the page — an overlay reads *"Drop files to upload — Each becomes a document · up to 25 MB"*. 2. Up to **10 files at a time**, each at most **25 MB**. 3. Accepted types are images (JPEG, PNG, WebP, GIF, AVIF), PDF, plain text, CSV, Markdown, Word, Excel, PowerPoint, RTF, ZIP and JSON. Executables, scripts and SVG are refused on purpose. 4. One file opens straight into its document; several take you back to the list. Each uploaded file becomes its own document, typed **File**, titled from the filename without its extension. ### Write one 1. Press **New Document** for a blank one, or **Templates** to start from **Product Requirements**, **Functional Requirements**, **Design Specification**, **Meeting Notes**, **Report** or **Blank Document**. 2. The document opens in the editor. See [A document](/docs/workspace/document). ### Act on a row Right-click a card, or use **…**: **Open**, **Rename…**, **Star** / **Remove star**, **Duplicate**, **Share…**, **Copy link**, **Download file** (on uploads), **Move to trash**. In the trash tab: **Restore** and **Delete permanently**. Permanently deleting an uploaded document also deletes its stored file. ## What it affects - **Storage.** The uploaded file, every attachment, every embedded image and every stored version all count against the workspace's storage meter — the one billing reports. An upload that would take the workspace over its ceiling is refused before anything is stored, with a message naming the figures: *"This workspace has used 4.9 GB of its 5.0 GB of storage"*. - **Search indexes what was written, not what was uploaded.** A document's searchable text is its title, its tags and the body somebody typed. An uploaded PDF or Word file has no body, so it is findable by name and tag only. Its contents are not read. - **Nia cannot read an uploaded file** from the library. The **Ask Nia** button is hidden on a document that is a file. - **Filing under a project** puts the document on that project's documents tab. Several projects are allowed; the first is the primary. - **Duplicating** copies the content, type, tags, status, visibility and project filing, and — for an upload — points at the same stored file. It does not copy shares, the public link, comments, versions, attachments or the star. ## On mobile The phone has a **Documents** list. It is read-only: documents are written and uploaded on the web app only. Search matches the title and the file name. Tapping a row opens the same reader a note uses, which shows the file the way the web app shows it rather than handing it to the phone's browser. ## Limits and gotchas - **There is no document approval workflow.** The `document.approve` permission exists in the catalogue but nothing in the product enforces or offers it. E-signature is a separate feature and uses `document.share`. - **Sharing and commenting on a document check the *note* permissions.** The document share and comment endpoints are the note ones, so sharing a document needs `note.share` and commenting needs `note.update`. `document.comment` is not enforced anywhere on this module. - No text is extracted from an uploaded file. There is no OCR. - Video is not an accepted upload type. - The list search only reads loaded rows. Global search is the one that reads bodies. - Nothing purges the trash on a schedule. ## Related - [A document](/docs/workspace/document) — the reader, versions, attachments and sharing. - [Notes](/docs/workspace/notes) — the same rows, for written notes. - [Projects](/docs/workspace/projects) — where a filed document also shows up. - [Data and privacy](/docs/features/data-and-privacy) — what is stored and for how long. ## Related - [A document](https://projectri.com/docs/workspace/document.md): One document — the file preview or the written body, its attachments, comments, version history, sharing and export. - [Notes](https://projectri.com/docs/workspace/notes.md): Every note you can reach — your own, ones shared with you and ones the workspace publishes — with filters, a trash tab and row actions for pinning, duplicating and sharing. - [Projects](https://projectri.com/docs/workspace/projects.md): The project list and the project itself — its people, milestones and progress, its tasks as a table, board, timeline or roadmap, and its documents, boards and meetings. - [Data and privacy](https://projectri.com/docs/features/data-and-privacy.md): Where a workspace's data lives, how long it is kept, how a person gets a copy or has it erased, and why closing an account is not the same as erasure.