Document management in zipBoard: where your files, versions, reviews and approvals live

zipBoard keeps every document you send for review in one place: who needs to review it, which version they're looking at, what they asked to change, and whether it's approved. Use it on its own as your review and approval system, or connect it to the document management system you already have (SharePoint, SAP, Procore and others). This page explains how files, versions, reviews and approvals fit together, and links to the step-by-step guides.

Where do my documents live?

• Projects hold related documents, such as one job, one product line or one course. Project templates give every new project the same boards and statuses.
• Boards are the stages a document moves through, for example Draft → Internal review → Client review → Approved. See How to set up review cycles.
• Each file (asset) has a status, a due date, an assignee and a description. Tags let you group files across projects. See Managing tags.
• Statuses can be customized for the organization, a project or a task. See Statuses.

How do I find a document when I don't know which project it's in?

Open All Assets. It lists every file you have access to across all projects, and you can filter it by project, status, file type, due date, upload date or name. See Search and review files across all projects. To see only what's waiting on you, open My Work. See Find my pending reviews and approvals.

What happens when a new version comes in?

Upload the new version to the same file instead of creating a new one. Versions stack on one timeline, the newest at the top. Older versions keep their comments and tasks, and you can still open and share them. A new version also resets earlier approvals and puts the file back in reviewers' Needs my review list. See How version control works.

To answer "what changed between versions?", open two versions side by side. See Compare two versions.

Who reviews, and how do I know it's approved?

• People you add as Reviewers on a file are mandatory reviewers. They get an email, and the file shows up in their Needs my review. See Mandatory reviewers.
• Each reviewer finishes with Changes Requested, Feedback Given, Approved or Review Complete. The file card shows progress, for example "1 of 2 reviewers done". See Complete your review and Track reviewer progress.
• On PDFs and drawings you can add stamps (signature, check mark, timestamp or a custom stamp). See Drawing and stamping on PDFs.

The full walkthrough is in Set up a document approval workflow (linked below).

How do people outside my company review?

Send a share link. Links can require sign-in, have a password and expire on a date you choose. Guests can comment on PDFs without creating an account. See Share link settings, Share link security and Review a PDF via a share link.

How do I keep a record of the review?

• Each project has an activity feed showing who changed what and when, and each task keeps its own history.
• Download a PDF with annotations and comments. See Download PDFs with annotations.
• Export comments and tasks to CSV to build a comment resolution sheet. See Exporting data.
• Download a project status report as a PDF. See Project status report.

Who can see what?

Roles (Super Admin, Admin, Manager, Collaborator, plus Clients and guests) control who can add people, archive projects and see reports. See Roles and permissions. Enterprise plans add SSO (Sign in with SSO). For hosting, encryption and keeping documents on your own servers, see How secure is zipBoard?.

Can zipBoard work with our existing document system?

Yes. Built-in integrations cover Procore (Procore), Jira (Jira), Microsoft Teams, Slack, Outlook and Zapier (all integrations). For SAP, ERP or other document management systems, use the zipBoard API.