Secure Project Documents & Sharing

Protect drawings, contracts, permits and site photos, and share with subcontractors, consultants and authorities through controlled, traceable links.

What this group does

Construction projects run on drawings, contracts, permits and inspection records that many parties must see — and not all of them should see everything. Secure Project Documents & Sharing lets the Construction add-on protect these files and exchange them with subcontractors, consultants and permit authorities under controlled, traceable conditions — so the whole team works from the right version without weakening confidentiality or compliance.

Project & site files

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Encrypted, watermarked, permissioned

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Approved release

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Traceable access & audit

Screen previews

A quick look at the screens. Use the toggle in the corner of each preview to switch between the dark and light themes.

app.totalapp.app/construction/secure-documents

Structural-drawings-Rev-C.dwg — Encrypted

Protected

Main-contract-Site-A.pdf — Watermarked

Watermarked

Bill-of-quantities-Q3.xlsx

View-only

Document access — audit

Logged

Secure project documents: protected files, watermarks and audit

app.totalapp.app/construction/secure-sharing

BIM-model-Tower-B.ifc — Structural consultant

OTP link · 7 days

Permit-application-114.pdf — Municipality

Pending approval

Site-photos-Week-32.zip — Client

View-only

Guest access — Inspector

Expired

Secure sharing and site access: OTP links, view-only access and approvals

Challenges it addresses

Challenge	Why it matters
Confidential project data	Drawings, bids and contracts are commercially sensitive and must not leak to competitors.
Version control	Teams must work from the current drawing revision, not an outdated copy passed around by email.
Large files	Drawings, BIM models and site photos are large and must be shared quickly.
Many external parties	Subcontractors, consultants, clients and authorities need documents without broad system access.
Work in the field	Site teams need secure access from the jobsite on any device.

Key features

Encryption — project files are protected in transit and at rest.
Role-based access — permissions by project, trade or subcontractor, so people see only what they need.
Watermarking & tracking — user-specific identifiers on drawings and contracts show who viewed or modified a file.
Sensitive-data masking — pricing and personal fields are masked where full detail is not required.
OTP-protected, expiring links — share with external parties without creating accounts; set expiry and per-recipient rights.
Approve before sending — outgoing files wait for an authorized approver.
Remote and mobile access — secure access from the jobsite, with metadata search to find documents fast.
Audit trails & reporting — a complete history of access supports audits, disputes and authority requests.

How it fits your construction workflows

Where you work	What secure sharing adds
Site Execution	Daily logs, photos and progress documents are shared with the client under controlled access.
Heavy Machinery & Fleet	Inspection and maintenance records stay permissioned and traceable.
Site Materials	Delivery and supplier documents are shared with suppliers through expiring links.
Permits & Zoning Compliance	Permit applications and legal contracts reach authorities with approval; every access is logged for audits.

Business value

Protected confidentiality — sensitive project data stays private throughout its lifecycle.
Audit-ready projects — complete access history supports compliance checks and dispute resolution.
Faster collaboration — one secure path replaces ad-hoc email and file-transfer tools.
Confident external exchange — share what is needed, see who received it, and stop access when it expires.