Work Request Pipeline - Document Syncing to Projects

When a Work Request card on a Pipeline board is synced or converted to a Project, documents attached to the card are automatically copied to the project record. This ensures important files like requirements documents, specifications, or supporting materials move with the work request as it becomes a project.

Q: When does document copying happen?

A: Documents are automatically copied when:

1. A Work Request card is moved to a column configured to "Create Project" or "Sync to Project"

2. The column's automation settings trigger the sync process

3. The documents are attached to the Work Request card (not to sub-items)

Q: Are documents moved or copied?

A: Documents are copied, not moved. The original documents remain on the Work Request card, and new copies are created on the project record.

Q: Are all documents copied every time?

A: No. The system uses smart deduplication to avoid creating unnecessary duplicates:

• Documents are COPIED when:

  • It's the first time syncing this Work Request to the project

  • The document has been modified since the last sync (the Modified date has changed)

• Documents are SKIPPED when:

  • A document with the same name, in the same folder, from the same Work Request, with the same Modified date already exists on the project

Q: How does the system know if a document has changed?

A: The system compares four things:

1. Source: The original Work Request ID (stored in the document's tracking field)

2. Folder: The folder name (which is the Process Board name)

3. Filename: The document's filename

4. Modified Date: The last time the document was modified

If all four match an existing document on the project, the document is skipped. If the Modified date is different, it's considered changed and will be copied again.

Q: Where do copied documents appear on the project?

A: Documents are organized in a folder named after the Process Board. For example, if your Process Board is called "Work Requests 2025", all synced documents will appear in a folder called "Work Requests 2025" on the project.

Q: What happens if multiple Work Requests sync to the same project?

A: Each Work Request's documents go into a folder matching the board name. If different boards sync to the same project, you'll see separate folders for each board.

Q: What happens if a file with the same name already exists?

A: The system automatically prevents conflicts by adding a date prefix to the filename.

Example:

• Original file: Requirements.pdf

• If a file with this name already exists in the same folder, the new copy becomes: 251209_Requirements.pdf

  • 25 = Year (2025)

  • 12 = Month (December)

  • 09 = Day (9th)

Q: When does the date prefix get added?

A: The date prefix is added when:

1. A document with the same filename already exists in the same folder on the project

2. This includes when a document has been modified and is being copied again

The date used in the prefix is the Modified date of the source document, not the sync date.

Q: How can I tell which Work Request a document came from?

A: Each copied document maintains a reference to the original Work Request card. This tracking information is preserved so you can trace documents back to their source.

Q: Are the original document dates preserved?

A: Yes! The system preserves:

• Created date: The original creation date of the document

• Modified date: The last modification date of the document

This maintains an accurate audit trail and helps you understand when documents were originally created and last updated.

Q: What if I modify a document on the project?

A: Documents copied to the project are independent copies. Modifying them on the project won't affect the original documents on the Work Request card, and vice versa. However, if the source document on the Work Request is modified and you sync again, a new version will be copied with a date prefix.

Q: How do I get updated versions of documents?

A: When a document on the Work Request card is modified:

1. The next time the card syncs to the project, the system detects the changed Modified date

2. A new copy is created with a date prefix (e.g., 251209_Requirements.pdf)

3. The old version remains on the project for reference

This creates a natural version history where you can see both the original and updated versions.

Q: Can I delete old versions?

A: Yes, you can manually delete older versions from the project if they're no longer needed. They won't be recreated unless the source document changes again.

Q: What does the document status mean?

A: Documents maintain their status when copied. If a document is marked as "Ignore" on the Work Request, it will also be marked as "Ignore" when copied to the project.

Q: Why didn't my document copy to the project?

A: Check the following:

1. Is the document attached to the Work Request card (not a sub-item)?

2. Has the card been moved to a column configured to sync/create projects?

3. If the document was already copied before, has it been modified since the last sync?

Q: I see duplicate documents with different dates. Why?

A: This happens when a document has been modified and synced multiple times. Each version shows the date it was last modified:

• Requirements.pdf - Original version

• 251209_Requirements.pdf - Updated version from December 9, 2025

This is by design to maintain version history.

Q: Can I control which documents get synced?

A: Currently, all documents attached to the Work Request card are synced when the card moves to a sync/create column. If you don't want a document to sync, you would need to remove it from the card before syncing.

• Attach relevant documents early: Documents are copied automatically when you sync, so attach important files to the Work Request card

• Update documents on the Work Request: When you modify a document, the new version will be synced next time, creating a version history

• Use descriptive filenames: This makes it easier to find documents on both the Work Request and the project

• Check the board folder: Look for documents in the folder named after your Process Board

• Keep older versions if needed: Dated versions (e.g., 251209_Requirements.pdf) represent document history

• Clean up when appropriate: Remove outdated versions if you only need the latest

• Configure columns carefully: Only enable sync/create on columns where you want automatic document copying

• Name Process Boards clearly: The board name becomes the folder name on projects

• Monitor storage: Multiple document versions can increase storage usage

Q: Where is the technical information about this feature?

A: For technical details about the implementation, see:

• The stored procedure: _proc_CopyItemDocumentsToPrincipalDocuments

• Integration point: PipelineFactory.SyncProcessAllItemPropsToProjectProps

• Migration scripts in: BBMigration/25_12_3_DocumentFolder

Last updated: December 2025