Documents in PRO-dela: attachments, acts and reports on the project

A document in PRO-dela is not just an uploaded file. This is the name for four different types of records: a regular file attachment to a project or company, and three types of reports that the platform generates itself — project report, task report, and work completion act. Each type has its own set of fields, three of the four have a printable PDF form, and all have common visibility and editing rules.

In this article — how to upload a file and how it differs from attaching directly to a task; how to get a project or task report and an act for completed tasks in a couple of clicks; how to manually edit an already generated document without touching real project data; what the act looks like when printed to PDF; how to get an invoice draft from the act; and who in the company can see and change other people's documents.

Four types of documents in one section

The "Documents" section in PRO-dela is a common list of four types of records, not a file storage in its pure form:

• File. A document you upload yourself — a contract, scan, receipt, technical specification in a separate file.
• Project report. A summary of tasks, hours, and budget of the project for a selected period.
• Task report. A snapshot of the state of one specific task: status, hours, budget.
• Work completion act. A list of completed tasks of the project with amounts for each item and a total.

The first type you create manually, the other three the platform generates itself — based on data already in the project and its tasks. A document is always linked either to a project or directly to a company if there is no project; for the second case, you don't need to choose a company — the platform automatically uses the one currently active in the sidebar.

Uploaded file: an attachment, not just a link to a drive

When uploading a file, only two fields are required — name and the file itself; description and project link are optional, but the system requires that the document has at least a company or a project: you cannot create a document without both. The file is limited to 10 MB and a predefined list of formats — PDF, Word (.doc/.docx), Excel (.xls/.xlsx), plain text, and JPG/PNG images. One document — exactly one file, and you can replace it only with a separate action "replace file", not by overwriting through general card editing.

Downloading is not via a direct link to the file in storage, but through a protected endpoint that checks each request anew whether you have the right to see this document.

How a document differs from a task attachment

It is important not to confuse two similar but different mechanisms. A file you attach directly on the task page lives with it and is visible in its card — convenient for working materials during execution: a mockup, screenshot, intermediate version. The "Documents" section is a separate list of project- or company-level records: it makes sense to put things that should stand alone, not get lost in the history of a specific task — a contract, act, final report. For more on how tasks themselves and their attachments work, see the article "Tasks in PRO-dela".

Three types of reports that the platform generates itself

Project report: tasks, hours, and budget for a period

For a project report, it is enough to specify the project itself and the period — start date and end date. The platform itself finds tasks that fall into this period and builds a table: task name, status, assignee, hours, budget amount — plus a summary at the top: number of tasks, total hours, total budget. If multiple currencies are used in the project, the report shows amounts separately for each, without trying to reduce them to one figure at a random rate.

Task report: a snapshot of one task

The task report is the simplest of the three: you select a project for convenient search, then the task itself — and you get a separate document with its status, hours spent, and budget amount. Useful when you need to present the result of one specific task without exporting the entire project.

Work completion act: only completed tasks of one project

The act is the strictest of the three types. Only tasks that the platform considers closed are available for selection: sent for review, accepted, or moved to the "Completed" status. If there are no such tasks in the project yet, the act creation form honestly shows an empty list instead of offering to collect an act from unclosed tasks — you first need to complete the work in the tasks themselves. Each selected task becomes a separate line of the act with a number, name, and amount, and at the bottom — a total.

The report can be edited after it is generated

Reports and acts in PRO-dela are not a one-time snapshot that freezes at the moment of creation. On the document editing page, you can re-select the period or the composition of tasks, and for each line — override the calculation method: leave automatic (based on actually logged hours and rate), manually set a different number of hours, or enter a fixed amount for the line. Such manual adjustment changes only the document itself: the numbers in the task itself, its budget, and accounted expenses are not touched, so editing a report cannot accidentally distort real project data. In the act, you can additionally manually correct the name and description of each item — convenient if the wording from the task list is not suitable for an official document "as is".

PDF of the document: what the act shows when printing

For all three types of reports, in addition to the record itself in the system, PDF export is available — for a regular uploaded file there is no separate PDF button, there is already the source file. In the printed version of the act — the title "Work completion act", a block with the contractor company data (name, INN, KPP, OGRN, and legal address, if filled in the company profile), a table of items with numbers, names, and amounts, the total amount, and two blocks for signatures — "Customer" and "Contractor", with space for a seal and signature. If the company has pre-loaded images of the seal and signature, they are automatically inserted into the PDF.

Honest disclaimer: this is a printable form of the document, not legally significant electronic document flow with cryptographic signature — the act still needs to be printed and signed by hand or exchanged scans, like a regular paper document. PRO-dela does not maintain accounting or tax records: the platform generates a working document for the team and the customer, not a replacement for accounting.

From the act — to an invoice for payment

If a work completion act has already been generated, from its page you can immediately proceed to create an invoice based on it — the platform will pre-fill the invoice items with names and amounts from the act. For hourly items with a known rate, the invoice will include exactly the rate and number of hours; for others — the total amount of the item; lines with zero amount do not get into the draft, and the platform separately shows which items are skipped and why. The platform does not allow creating a single invoice from an act with multiple currencies — today this scenario is supported only for acts fully expressed in rubles. When an invoice based on the act is actually created, it is automatically linked to the original act, so the connection between the document and payment is not lost.

Separately from this scenario, you can manually attach any document to an existing invoice — for example, a scan of a signed contract — without rebuilding its items. A detailed analysis of the invoices themselves, their statuses, and payment methods — in the article "Invoices and payment in PRO-dela".

Who sees the document and who can change it

Any participant who already has access to the required project or task can create a document — upload a file or generate a report: there is no separate permission specifically "for documents"; access is inherited from the project or task on which the document is built. But there is a difference with viewing and editing. A document linked to a project can be seen by its author, the project owner, and any participant added to the project. Only the author of the document or the project owner can change or delete someone else's document — a regular project participant cannot edit or delete a document created by someone else, even if they see it in the common list.

For documents not linked to any project but attached directly to a company, visibility and editing rights depend on the rights to the company itself. For more on how participant roles and rights within a project work, see the article "Roles and participants in PRO-dela".

What documents in PRO-dela do not replace

Documents and reports in PRO-dela are a working, not legal, contour. The work completion act that the platform generates in PDF is a printed form for printing, manual signing, and exchanging scans, not legally significant electronic document flow with electronic signature: there is no cryptographic signing inside the platform. Similarly, PRO-dela does not maintain accounting or tax records and does not generate regulated reporting — it is not a replacement for an accounting program.

File upload is also simple, without excess: documents are added one by one through a form, not by batch import from an external system or cloud storage — if you need to transfer an archive of files, you will have to upload them one by one. The project report and work completion act are always generated within one project — the platform does not allow combining tasks from several projects into one document.

How to start: from the first file to the act

1. Open the "Documents" section and upload the first file — a contract, technical specification, or anything else worth keeping at hand, rather than searching for it later in correspondence.
2. When the project has completed tasks for the period, generate a project report — the platform will automatically select tasks, hours, and budget.
3. For a separate work result, use a task report — it is more compact and suitable for showing one specific task.
4. When the work on the project is closed, collect a work completion act from completed tasks and, if necessary, manually correct individual items.
5. From the finished act, create an invoice draft for payment — and proceed to the invoices themselves and their statuses.

Frequently asked questions

How does a document differ from a file attached directly to a task?

An attachment to a task lives with it and is visible in its card — convenient for working files during execution. A document in the "Documents" section is a separate record at the project or company level, which is easier to find later when the context of a specific task is no longer so important.

How to understand that a task is ready to be included in the work completion act?

The task must be closed: sent for review, accepted, or moved to the "Completed" status. If there are no such tasks in the project yet, the act creation form will show an empty list — you first need to close the work in the tasks themselves.

Can I correct a report or act after it has been generated?

Yes. On the editing page, you can re-select the period or the composition of tasks, and for each line — set the calculation manually (a different number of hours or a fixed amount) instead of automatic. The edits remain within the document itself and do not change the task data, its budget, or accounted expenses.

Can I create a single invoice from an act where tasks are in different currencies?

No. If the act mixes currencies, the platform does not allow creating a single invoice based on it — today this scenario is supported only for acts fully expressed in rubles.

Who can delete or change a document if I am not its author?

For a document linked to a project, only the author of the document or the project owner can edit or delete it — a regular project participant did not create such a document, so they cannot change it, even if they see it in the common list. For documents attached directly to a company, the company's own editing rights apply.

Start with one document

Register in PRO-dela and try it on your project: upload the first file, generate a task report, and see how a work completion act is collected from completed tasks.

If you want to first compare the terms of use, view current tariffs, then return to the "Documents" section and try to collect the first report on your real tasks.