Overview
Document chaos is one of the most common and costly inefficiencies in construction businesses. Contract templates saved to someone's laptop. Compliance documents buried in an email chain from three months ago. Insurance certificates no one can find when a subcontractor shows up on site. When documents live in scattered, informal locations, your team wastes time looking for things that should be immediately accessible.
Structur's document storage feature, built into Standard Operating Procedures, gives you a centralized digital filing cabinet for every important document in your business. You can upload files of virtually any type, organize them into folders and subfolders, search for what you need instantly, and ensure your team is always working from the right version of every document.
A well-organized document library isn't just convenient, it's a core part of running a professional, scalable construction business.
Understanding Document Storage
What It Does
Structur's document storage allows you to:
Create document libraries inside your Standard Operating Procedures to store and organize any type of company document
Upload files of various types - including Word documents, PDFs, spreadsheets, images, and videos, directly into your document library
Create folders and subfolders within a document library to organize files by category, project type, team, or any structure that works for your business
Search across your document library to quickly find the file you need without manually browsing through folders
Centralize all important documents in one secure, accessible location, eliminating the need to hunt through email, shared drives, or individual devices
Give your team a single source of truth for every document type, so everyone is always working with the current version
When to Use It
Document storage delivers the most value when you need to:
Centralize company documents - that currently live in scattered locations, email inboxes, personal devices, shared drives, or cloud folders that only some team members have access to
Store templates - your team uses regularly, contract templates, proposal formats, subcontract agreements, change order forms, so they're always available and always current
Store compliance and HR documents - employee records, safety certifications, company policies, in a structured, accessible location
Keep marketing and sales materials organized - brochures, case studies, presentations, and reference documents for the sales process
Maintain version control - ensure your team is always working from the most recent version of a document rather than an outdated copy saved locally
Step-by-Step Instructions
1. Navigate to Standard Operating Procedures
From your Structur dashboard, click on the Company Operations menu
Navigate into the Standard Operating Procedures area
This is where your company's SOPs, procedures, checklists, and document libraries are stored.
2. Navigate to the Right Department
Within the SOPs area, select the department that the document library belongs to
Examples:
Contract templates and legal documents → Operations / Legal department
Marketing materials → Marketing department
Employee records and HR documents → Human Resources department
Safety certifications and compliance documents → Safety department
Project reference documents → Project Management department
Placing document libraries in the relevant department means your team finds them alongside the SOPs and procedures they relate to.
3. Add a New Page
Once you're in the correct department, click New Page
Insert the page name and set privacy settings
4. Create "Documents" Content
From the new page created, click on New Element to add the Documents content type
Select New Document
Give the new content type a title
5. Give Your Document Library a Clear Title
Enter a descriptive title that reflects the types of documents this library will hold.
Examples:
"Contract Templates"
"Marketing Materials"
"Employee Handbooks"
"Safety Certifications and Compliance Documents"
"Subcontract Agreement Templates"
A specific title tells your team exactly what they'll find when they open the library.
6. Upload Files
Click the Add New File button
Select the file from your computer to upload
Structur supports a wide range of file types, including:
Word documents (.doc, .docx)
PDFs
Spreadsheets (.xls, .xlsx)
Images (.jpg, .png, etc.)
Videos
Upload every document that belongs in this library, the goal is to have everything in one place, not just the files you happen to have handy right now.
7. Create Folders to Organize Documents
Create folders within the document library to group related files together
Name folders clearly so their contents are obvious
For example, within a Marketing Materials library, you might create folders for:
"Brochures"
"Case Studies"
"Presentations"
"Photography"
Within a Contract Templates library, you might create folders for:
"Client Contracts"
"Subcontract Agreements"
"Change Order Forms"
"Lien Waiver Templates"
Folders make the library navigable as it grows, a flat list of files becomes hard to use past a certain size.
8. Use Search to Find Documents
Use the search bar within the document library to quickly locate a specific file
Search by file name or keyword rather than manually browsing through folders when you know what you're looking for
Search is especially valuable for larger document libraries where browsing would take too long.
Best Practices
Start with your most frequently used documents first - If you're building a document library from scratch, begin with the files your team reaches for most often: contract templates, safety forms, standard agreements, and HR documents. Getting the high-frequency items organized creates immediate value.
Use a consistent naming convention - Files named "Contract - Final - FINAL v2 - USE THIS ONE.docx" are the enemy of a functional document library. Decide on a naming format and use it consistently: "Client Contract Template - [Month Year]" or "Subcontract Agreement - Standard."
Create folders before uploading - Build your folder structure first, then upload files into the right locations. Uploading everything into a flat list and reorganizing later is more work, not less.
Remove or archive outdated versions - A document library with five versions of the same contract template creates the exact problem you built the library to solve. When you update a document, remove the old version or move it to an "Archive" folder.
Place document libraries in the department where your team will naturally look - A contract template library stored in the HR department won't get used by your project managers. Put each library in the department that matches how your team thinks about it.
Treat the document library as the official source of truth - Once a library is set up, your team should know that the version in Structur is the current, correct version. This only works if the library is actively maintained.
Common Questions
Q: Where do document libraries live in Structur?
A: Document libraries are created and stored inside Standard Operating Procedures in Structur, within the department structure you've set up for your company's operations. They live alongside related SOPs, checklists, and procedures.
Q: What file types can I upload?
A: Structur supports a wide range of file types, including Word documents, PDFs, spreadsheets, images, and videos. Most standard business file formats are supported.
Q: Can I organize documents into folders within a library?
A: Yes. You can create folders and subfolders within any document library to organize files by category, project type, or any structure that works for your business.
Q: Can I search for a specific document?
A: Yes. The search bar within the document library allows you to quickly find files by name or keyword, so you don't have to manually browse through folders every time.
Q: Can I store different types of documents in the same library?
A: Yes, but it usually makes more sense to create separate libraries for distinct document categories (contract templates, HR documents, safety certifications) and organize them into separate departments in the SOPs. This keeps each library focused and easy to navigate.
Q: What happens if I need to update a document?
A: Upload the updated version of the file and remove or archive the previous version. This keeps the library current and ensures your team is always working from the right version. A library with multiple versions of the same document defeats its purpose.
Common Mistakes to Avoid
❌ Don't | ✅ Do |
Upload everything into a flat, unorganized list | Create a folder structure before uploading so files are organized from the start |
Use inconsistent or vague file names like "Final v2 USE THIS" | Use a consistent naming convention: clear, descriptive names that identify the document and its currency |
Leave outdated versions of documents in the library | Remove or archive old versions when you update a document, the library should always hold the current version |
Build a library and never update it | Treat the document library as a living resource, it requires ongoing maintenance to stay useful |
Store document libraries in the wrong department | Place each library in the department where the team that uses those documents will naturally look for them |
Only upload documents you happen to have on hand at the time | Be thorough, the goal is a complete, centralized library, not a partial one that still sends people hunting for files elsewhere |