Linking Photos or Documents to Issues or Reports in Shape

You can use the Project Gallery in Shape to manage and link photos or documents to your shift reports, issues, and more. This guide explains how to access the gallery, find the files you need, and attach them efficiently to the right items on your project.

What Is the Project Gallery?

The Project Gallery is the central location for all photos and documents uploaded across your Shape project. Files appear here when uploaded through modules like Issues, Shift Reports, or synced in real-time directly from Channels.

What you can see depends on your access permissions for the item the file is attached to.

How to Access the Project Gallery

1. From the left-hand navigation menu, click on Gallery.

2. Browse thumbnails of all available media files.

3. Use the search or filters to narrow down results.

How to Filter and Search

Use these tools to quickly find what you’re looking for:

Filter By:

• Date – filter by upload date

• Format – show only specific file types (e.g. images, PDFs)

• Location – find files linked to specific areas of your site

• Author – view files uploaded by a specific team member

Search By:

• Caption – search using keywords in file descriptions

Viewing and Editing Files

To view or edit a file:

1. Click on a file’s thumbnail to open it in the Document Viewer.

2. In the viewer, you can:

   • Download the file

   • Use the Markup Tool to annotate the image or PDF

   • Edit Metadata like caption or location

   • View Source and References to see which Shape object the file is linked to

   • Click through to the linked item for full context

Understanding File Visibility

Visibility in the Project Gallery is controlled by the item the file is attached to:

• If a file is linked to a Private issue, only your organisation can see it.

• If a file is linked to a Project-Wide object, anyone on the project with access can view it.

Linking Files from the Project Gallery to Issues, Shift Reports, or Progress Tracker Reports

When attaching photos or files to Issues, Shift Reports, or Progress Tracker reports, you have two options:

• Upload from Device – Add a new or existing file directly from your phone or computer

• Select from Project Gallery – Attach an existing file that’s already been uploaded to your project

Using the Project Gallery is often the quickest and most efficient method, helping to avoid duplicate uploads and ensure you’re referencing the most relevant files.

Any images shared via Channels (Shape’s messaging tool) are automatically stored in the Project Gallery. This means site photos shared in real time don’t need to be reuploaded later — they’re already available to attach wherever needed.

Summary of Key Features

• Central Gallery with all project photos and documents

• Powerful Filters to find files by format, author, location, or date

• Quick Search using keywords in file captions

• Document Viewer for file previews, annotations, and metadata edits

• Permission-Based Access matching the visibility of linked items

• Attachment Selector for reusing files instead of uploading duplicates

By using the Project Gallery effectively, you can maintain clear, organised, and connected documentation across your entire project. For more help, reach out to the support team.