Why This Step Is Needed

Worx Safety can list and import the documents and photos attached to your AroFlo tasks into the matching Worx project. There's one thing to know: AroFlo will only let Worx import a document once it has been shared in AroFlo Office.

This is a rule set by AroFlo, not Worx. Every document on the task still shows up in the Worx list — Worx can always read the document details from AroFlo. But when you go to import a document that hasn't been shared, AroFlo blocks the file itself, and Worx reports:

"…couldn't be downloaded — share them in AroFlo Office first, then retry."

So a file appearing in the list doesn't mean it's ready to import — it needs to be shared in AroFlo first.

How to Share a Document in AroFlo

Do this in AroFlo Office, on the task the document belongs to:

1. Open the task in AroFlo Office.
2. Find the document you want to import into Worx.
3. Click the Link icon.
4. Set Duration for the share.

Repeat for each document you want in Worx. Sharing is per-file, so a task can have some documents shared and others not — only the shared ones will import successfully.

How to Import Documents in Worx

On the AroFlo task's attachments panel in Worx Safety:

1. Click Load Documents — Worx fetches the list of documents on the AroFlo task. (Every document shows here, shared or not.)
2. Tick the documents you want, or use Select All.
3. Click Import Selected, or Import All Documents to bring in everything at once.
4. Worx shows an import result, for example: "5 of 7 imported. 1 skipped (already in Worx)."

Imported documents land in the matching Worx project under its documents, keeping their original file name.

Reading the Import Result

After an import, Worx tells you exactly what happened:

• Imported — the file was shared and pulled into Worx successfully.
• Skipped (already in Worx) — a file with that name is already on the project, so it wasn't duplicated.
• Couldn't be downloaded — share them in AroFlo Office first, then retry — the file isn't shared in AroFlo yet. Share it (see above), then run the import again.
• Failed for other reasons — an unexpected error; your Worx administrator can check the AroFlo log. You can expand Show failed filenames to see which files were affected.

Good to Know

• Listed ≠ importable. Unshared documents still appear in the Worx list — sharing in AroFlo is what lets the import actually succeed.
• No duplicates. If a file with the same name is already on the Worx project, Worx skips it rather than adding a second copy, so it's safe to re-run an import.
• Retry after sharing. Shared a document after a failed import? Just run the import again — no need to reload or start over.
• This is only about importing into Worx. Safety documents your team completes in Worx (SWMS, forms, ITPs, site diary entries) are pushed out to the AroFlo task automatically and don't require any sharing step.

Troubleshooting

A document shows in the list but won't import. It hasn't been shared in AroFlo. Open the task in AroFlo Office, use the Link icon → Set Duration on that document, then click Import again in Worx.

Nothing loads when I click Load Documents. Check the AroFlo connection on the integration screen, and confirm the task is linked to a Worx project.

I un-shared a document in AroFlo — does it get removed from Worx? No. Once a document has been imported into Worx it stays there. Un-sharing in AroFlo only prevents future imports of that file.