Use project assets, discussion and activity

Files, Discussion and Activity serve different purposes. Files stores working artefacts, Discussion holds the team conversation and assignable follow-ups, and Activity records what changed. Keeping all three in project context makes later review much easier.

Before you start

• You need access to the project; uploading or editing also requires write permission.

• Decide whether a file is internal or intended for a participant before uploading it.

Step by step

1. Open Files

Use the project toolbar or Assets tile to open Files. Create a sensible folder or select the existing destination before adding a file or link.

2. Name and classify the asset

Use a recognisable title and the supported visibility controls. Do not assume that a file is vendor-visible merely because it exists in the project.

3. Maintain versions

When a document is a revision of the same artefact, add or replace it through the version workflow instead of creating misleading duplicate records. Preserve the history used during evaluation.

4. Use Discussion for internal context

Open Discussion for questions, observations and decision notes. Reply in the relevant thread so the reasoning stays with the project rather than moving into an unrelated direct message.

5. Assign follow-up work

Where discussion controls allow it, mark a comment as a task, select the assignee and add a due date. The open item appears in that person’s My tasks view.

6. Use Activity as the chronology

Open project Activity to see who did what and when. Follow the underlying record for current state; Activity preserves the event and any recorded reason rather than becoming another editor.

What happens next

• Move sensitive external sharing through the intended portal or form release.

• Close completed discussion tasks so personal work lists remain accurate.

Troubleshooting

A vendor or stakeholder cannot see a project file.

Project files are not automatically participant-visible. Share the artefact through the appropriate vendor portal, questionnaire or stakeholder workflow and verify the intended visibility.

Upload or edit controls are disabled.

Check whether the project is cancelled or your project access is read-only. Ask the owner or admin to restore the correct membership or reopen the project where appropriate.

Activity shows a change but the old value is not on the page.

Activity is historical. Open the linked source record for its current value, or ask an admin to use the audit log when field-level compliance detail is required.

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