Photos & media

The Media tab is the project's photo journal — site progress, deliveries, issues. Upload from a phone on site; it's organised for you.

Uploading

• Upload one or many photos at once. Large photos are shrunk automatically so uploads are quick on site data connections.
• Photos are grouped by the date they were taken (read from the photo itself when available).

What BuildFlow reads from a photo

Each photo gets a short automatic caption and useful details where visible — the construction stage (foundation, slab, roofing…), materials, and anything concerning like cracks or water stains. It's a head start for your records, not a judgement — you can always edit or ignore it.

What each item shows

• Its original filename and a short caption from FlowBot.
• Who uploaded it — shown as a small circle with their initials; hover for their contact card — and when ("2 days ago", with the exact time on hover).
• A type chip from FlowBot (a small tag showing what it is): Site photo, Diagram, Drawing, Invoice, Receipt, Document or Other. Got it wrong? Click the chip and pick the right type.

Attach a photo to a task

A site photo usually belongs to a piece of work. Attach it to the task it documents — use a photo's Attach to task button in the Media tab and pick the task, or open a task and add photos from its own Photos section (upload straight onto the task, or pick one you already have). The photo then shows the task's name, and the task's Photos section shows the photo. To move or remove it, use the small × on the task tag.

Renaming a photo

Open a photo in the large viewer and click its name at the bottom to rename it — Enter saves, Esc cancels, and leaving it blank goes back to the original filename. This is just the photo's display name; FlowBot's caption stays as its own separate line.

The date a photo was taken

Every photo has a capture date — the day the photo was taken, separate from when it was uploaded. It's a best guess from the file, so you can correct it: click the date on the photo and pick the right day. Photos are ordered and searched by this date, so fixing it keeps the timeline of the build accurate.

Searching

The search bar above the grid matches an item's filename and its caption from FlowBot, and lets you narrow to a particular task or a capture date (on, before or after a day). Photos and videos aren't tagged the way drawings are, so there are no tag chips here — see Documents search for tagged drawings.

Selecting several at once

Tick a few items to bring up a bulk action bar: Delete them together (with a confirm), or Attach to a task so they're filed against the right piece of work. Bulk changes keep running after you leave the page — the bell tells you when they're finished.

Who can see a file

A newly uploaded photo or video is open — everyone on the project can see it — unless your workspace has been set up to keep new files private until shared (an admin sets this up in Settings).

To change just one item, hover its card and tap Lock. That makes it Restricted: from then on, only the people you add can see or open it — and FlowBot won't bring it up to anyone else either. A restricted item always shows a Restricted badge.

Add the people who should still see it, one at a time — either by name, or by a role like "the quantity surveyor" (a role pick isn't tied to whoever holds it today; it follows whoever takes on that role later) — and choose how much each one can do:

• Can view — open and download it.
• Can contribute — that, plus add new versions of it.
• Can manage — that, plus delete it and change who else can see it.

Whoever uploaded the item, and the workspace's admins, always keep full access — a file can never end up locked away from everyone.

Restricting a photo doesn't shut out a task it's attached to: whoever's assigned to or watching that task can still see it, for as long as it stays attached.

People without access simply don't see a restricted item at all — it's left out of the grid and search results, not greyed out. Following a direct link to one instead shows a plain page explaining the file is restricted.

Tick several items to bring up the bulk action bar, then use Set access to apply the same choices to all of them at once — this replaces whatever each one had before.

Viewing & housekeeping

• Click a photo for a full-screen view; arrow through the set.
• Delete removes the photo after a confirmation.
• If a document was uploaded as a photo by mistake, BuildFlow offers to move it to Documents.