Most project teams don't have a document management problem. They have a document location problem. Files live in email attachments, shared drives, chat threads, and half a dozen folders that nobody agreed on. When a task depends on a document, finding that document takes longer than doing the task itself.
Starbrix solves this by treating document management as part of project and task management, not a parallel system running alongside it. Documents, links, and files are attached directly to the projects and tasks they belong to. That means the right document is always one click away from the relevant work.
Document management built into your projects, not bolted on
The core principle in Starbrix is straightforward: every project and every task can carry its own documents and links. There's no separate document module to open, no external app to switch to, and no need to hunt through a shared drive to find the file a colleague referenced in a meeting three weeks ago.
Starbrix supports two approaches, which can be used independently or together depending on how your team already works:
- Attach files directly to a project or individual task inside Starbrix, so the file lives within the platform itself.
- Link to external document management systems such as OneDrive, Google Drive, or SharePoint, so teams that have already invested in those platforms can surface the right folder or document directly from inside a project or task.
Both approaches follow the same principle: project or task → relevant document or link → immediate access. No context switching, no separate search, no "where did we save that?" conversations.
For project managers and operations leads evaluating project management software with built-in document management, this is the distinction that matters. You're not adopting a separate docs tool that happens to integrate with your PM platform. Documents are simply part of how projects are structured.
How documents are organised: folders, subfolders, and document rows
For smaller projects, attaching a file or adding a link directly to a task is often enough. For larger, more complex projects, Starbrix provides a structured document organisation model that keeps everything navigable.
The structure works across three levels: Folders → Subfolders → Document rows. This mirrors how most project teams naturally organise their work, and the structure can be adapted to suit the specific needs of each project rather than following a fixed template.
To make this concrete: on a construction or engineering project, the top-level folder structure might reflect project phases (Tender, Design, Construction, Handover). Within the Tender folder, a subfolder for Client Correspondence could hold the original enquiry documents, while a subfolder for Issued Documents holds the tender pack itself. Each of those is a document row that links directly to the relevant file.
At the task level, the principle is the same but the scope is narrower. A task for "Issue revised structural drawings" would carry the current drawing file as a task attachment, keeping the document in the exact place where accountability sits.
Documents can also be attached to tasks directly from the Gantt view, which is particularly useful for scheduling-heavy projects where the document and the delivery date are closely related. Attaching from Gantt means schedule context and document context stay together.
Version history for project documents: built-in version control
One of the more practical features in Starbrix document management is built-in version control. When a document is updated, the latest version is what the team works from. Earlier versions remain accessible when needed, rather than being overwritten or lost.
In practice, this means a team working through a document approval cycle doesn't need to maintain separate "v1 / v2 / v3" naming conventions in a shared drive, hoping everyone picks up the right file. The version history lives inside Starbrix. When the client approves v3 of a technical specification, the team works from that version. If a question arises about what changed between v2 and v3, the earlier version is still there.
This is version history for project documents at the place where the project work is happening, which reduces the risk of people working from outdated files without realising it.
Permissions and sharing: collaboration with control
Not every document on a project should be visible to everyone. Commercial terms, cost reports, HR-related information, and client-sensitive materials often need to be restricted to authorised people only. Starbrix handles this natively. Confidential documents can be configured so that only authorised users can see them, while the rest of the project remains accessible to the wider team.
For sharing with external stakeholders who are not yet Starbrix users, the process is equally direct. Documents can be shared via email, with a link that allows the recipient to open and download the file. The external contact doesn't need a Starbrix account to access what they've been sent. This is useful for sending issued documents to clients, sharing deliverables with suppliers, or distributing reports to board-level stakeholders who don't need access to the full project.
Governance-sensitive buyers often ask how collaboration and access control coexist. In Starbrix, these aren't in tension. The same platform that makes documents easy to share with people who need them also restricts access from people who shouldn't have it.
Finding documents within your projects
Because documents in Starbrix are attached to projects and tasks rather than filed in a separate system, finding a document starts from the work itself. If you need the latest version of the specification for a particular deliverable, you open that task. The document is there.
This is a different experience from searching across a shared drive or scrolling through email attachments. The project or task context does the filtering. You're not searching across thousands of files; you're opening the relevant task and looking at what's attached to it.
File size limits, storage, and security
The maximum file size is 500 MB. Total storage is not restricted and is included as standard in Starbrix.
On access and security: confidential document restrictions are a native capability, not an add-on. Authorised-only visibility is configured at the document level within a project. Additional security and compliance details specific to your organisation's requirements should be confirmed with the Starbrix team.
The access control, external sharing, and version history are all part of the standard platform experience, not reserved for enterprise-only tiers or dependent on third-party integrations.
How document management fits the wider project workflow
Document management in Starbrix isn't isolated from the rest of the project. It's connected to the same environment where tasks are assigned, schedules are tracked, and project communication happens.
The end-to-end flow works like this: a project or task is created, documents and links are attached (whether uploaded directly or linked from an external system), and the team communicates within that same project context. Notifications and reminders tied to tasks and project milestones mean that when a deadline approaches or a status changes, the team is already in the right context to access the documents they need.
This matters because document management problems on projects are rarely about storage. They're about context. A file stored in the right folder but disconnected from the relevant task, deadline, or conversation is still hard to act on. Starbrix keeps documents where the decisions are made.
Workflow examples
The following examples illustrate how Starbrix document management works in practice.
Linking an external folder to a project: A project manager using SharePoint for company document storage adds a direct link to the project's SharePoint folder inside the Starbrix project. The team accesses it from within Starbrix without switching to a browser, email, or the SharePoint interface separately.
Attaching a file from the Gantt view: A task on the Gantt chart represents the submission of a design package. The engineer attaches the PDF directly from the Gantt view, keeping the file, the deadline, and the task owner visible in the same place.
Organising documents with folders and subfolders: A multi-phase infrastructure project uses a folder structure in Starbrix with top-level folders for each phase. Within each folder, subfolders separate internal working documents from issued-for-approval documents, with individual document rows for each file.
Restricting a confidential document while sharing externally: A project cost report is uploaded to the project documents and restricted to authorised senior staff only. A separate issued document is shared with the client via an email link. The client accesses and downloads their document; the cost report remains invisible to them.
Uploading a new document revision: An architect uploads an updated drawing set to replace the previous version. The latest version becomes the active file for the team. Earlier versions remain available within the version history, so the project record is complete.
Who this is designed for
Starbrix document management is built for project managers, operations leads, and PMO teams who are tired of maintaining a separate document system alongside their project management tool. It's particularly relevant for teams in construction, engineering, professional services, and any sector where projects generate significant documentation and where access control is not optional.
If your organisation already uses OneDrive, Google Drive, or SharePoint, Starbrix doesn't ask you to abandon those systems. It surfaces them where the work is. If you prefer to manage files entirely within Starbrix, the folder structure, version control, and external sharing capabilities make that equally practical.
The outcome in either case is fewer tools to manage, less time spent searching for files, and a clearer record of what was used, when, and by whom.
