The Document Management section of the User Guide contains also the following topics:
Construction Plans & other files | Instruction Videos
Back to Document Management Main Page
For any questions, please email our Customer Support Team at support@webuildcs.com.
Create a document folder
To create a document folder for your project, follow the steps below.
Go to your project documents and click the “CREATE A FOLDER” button.
First, click the “NEW FOLDER button on the top right hand corner.
In the new dialogue that opens, type in the name of your folder. Then select “Options for sharing” to choose how your project team sharing preference from one of three options:
Click the “CREATE” button in the bottom right hand corner to finish creating your folder.
Share a document folder
You can share a document folder with anyone in your address book. To share a document folder, follow the steps below.
You can also see our training video Video: How to Share Document Folders (2:59) at https://youtu.be/zEFnRw8DBWw
Go to your project documents and locate the folder you wish to share.
Click the overflow button to the right of the folder and select “Share” from the menu.
A dialogue will be displayed allowing you to search your list of contact for the contacts that you wish to give them access to your folder. Start typing the name, email or company name of the contact and the system will automatically fill in the name of the person or company. Click the “SHARE” button in the bottom right hand corner.
If you enter a name that is not on your list of contacts, a window will open in the dialogue to prompt you to enter details of the new contact. Click on the “ADD NEW CONTACT” button and a form will open to allow you to enter these details.
When done, click on the “ADD” button in the bottom right hand corner of the form. The name of your new contact will then be added automatically to the list of that you wish to give them access to your folder.
When you have finished adding the names of all the contacts that you wish to give them access to your folder, click on the “SHARE” button on the bottom right hand corner of the Sharing dialog.
Once you have contacts in your list, click the “SHARING” button on the top right hand corner and a new dialogue will open to allow you to set the folder access permission level for each contact by selecting one of two options:
1. Can view: contacts can view, download and comment on the plans/files in your folder, but cannot edit, delete or add files.
2. Can edit: contacts have access to all folder permissions (identical to that of the folder owner), including:
– edit folder name
– view “Sharing” section and edit permissions
– share folder
– remove folder
– add new plans/files
– supersede existing plans/files
– view plans/files
– edit the description of plans/files
– remove plans/files
– add a note to a plan/file
– share a plan/file
– create a document summary report for a folder
Note: When you create a new document folder, the following is a dialogue opens up. You can select `Project team can edit` as the Option for Sharing. See Create a document folder.
When you create a document folder using this option, you do not need to share the folder again with your project team members because they will have full access to it, including ‘edit’ privilege.
Click the “SHARE” button on the top right hand corner of the dialogue and the related contacts will be notified.
After you share one or more folders, each contact receives an email notification.
Recipients can click the “DOWNLOAD DOCUMENTS” button to download all related files and folders or click “VIEW ONLINE” to access files and folders via the interface.
A record of the related transmittal is added to the “Sent transmittals” folder of your Transmittals module with all information, including a date/time stamp for download activity.
Note: Users without Webuild accounts will be able to access files and folders via a “guest mode” interface with limited access.
After sharing a folder with project team members and contacts from outside of your organisation, transmittals will be automatically prepared for them as files are added or superseded in your folder.
Transmittals that are automatically prepared appear in the “Pending Transmittals” folder of your project’s Transmittals Manager.
For more information about sending out the automatically prepared transmittal updates from the “Pending Transmittals” folder, see this article “Send transmittals when sharing document folders (automatically sent)” in the Transmittals Manager module.
Bulk share document folders
To save time, you may wish to share two or more document folders with a number of contacts at once.
To bulk share a document folder, follow the steps below.
You can also see our training video Video: How to Share Document Folders (2:59) at https://youtu.be/zEFnRw8DBWw
Go to your project documents and click the “SHARING” button on the top right-hand side of your screen.
A page is displayed showing a list of all contacts that have access to your project’s folders and their related folder permissions.
Click the “BULK SHARE” button on the top-right of your screen to start the bulk share wizard.
Select the folders you would like to share and click the “NEXT” button.
Note: You are only able to select folders you own or have “can edit” access to.
Start typing the name, email or company name of your contact into the search field and click to add them to your list.
If you enter a name that is not on your list of contacts, a window will open in the dialogue to prompt you to enter details of the new contact. Click on the “ADD NEW CONTACT” button and a form will open to allow you to enter these details.
When done, click on the “ADD” button in the bottom right hand corner of the form. The name of your new contact will then be added automatically to the list of that you wish to give them access to your folder.
You can share the folder with all your project team members by clicking the button ‘+ADD MY PROJECT TEAM’. The `Can edit` option will be the default position for all project team members on the list unless you change it for any individual project team member.
You can share the folder with all your project contacts by clicking the button ‘+ADD ALL PROJECT CONTACTS’. The `Can view` option will be the default position for external project contacts. This adds an extra layer of security to prevent any external project contact from having unintended ‘edit’ privilege of your folders.
Once you have the contacts in your list, ensure that you’re happy with the access permission levels for individual people on the list. If need be, you can change any individual access permission level to one of the following two options:
1. Can view: contacts can view, add notes, download and markup plans/files in your folder, but cannot remove or add files.
2. Can edit: contacts have access to all folder permissions (identical to that of the folder owner), including:
– edit folder name
– view “Sharing” section and edit permissions
– share folder
– remove folder
– add new plans/files
– supersede existing plans/files
– view plans/files
– edit the description of plans/files
– remove plans/files
– add a note to a plan/file
– share a plan/file
– create a document summary report for a folder
When you have finished adding the names of all the contacts that you wish to give them access to your folder and their folder access permission levels, click on the “NEXT” button on the bottom right hand corner of the Bulk Sharing dialogue.
Note: It is important that you review and revise (if required) the access permission levels for all people on the generated sharing list before clicking the ‘SHARE‘ button.
The final step in the wizard gives you some information related to the related document transmittals and notifications. After reading, click the “SHARE” button on the bottom right-hand side of your dialogue and the related contacts will be notified.
After you share one or more folders, each contact receives an email notification.
Recipients can click the “DOWNLOAD DOCUMENTS” button to download all related files and folders or click “VIEW ONLINE” to access files and folders via the interface.
A record of the related transmittal is added to the “Sent transmittals” folder of your Transmittals module with all information, including a date/time stamp for download activity.
Note: Users without Webuild accounts will be able to access files and folders via a “guest mode” interface with limited access.
After sharing a folder with project team members and contacts from outside of your organisation, transmittals will be automatically prepared for them as files are added or superseded in your folder.
Transmittals that are automatically prepared appear in the “Pending Transmittals” folder of your project’s Transmittals Manager.
For more information about sending out the automatically prepared transmittal updates from the “Pending Transmittals” folder, see this article “Send transmittals for document folder additions/new versions (automatically prepared)” in the Transmittals Manager module.
Manage folder sharing permissions
The “Sharing” section of each folder ensures transparency over who has access and displays their related folder permissions.
There are two types of permissions that can be given to your contacts:
1. Can view: contacts can view, add notes, download and markup plans/files in your folder, but cannot remove or add files.
2. Can edit: contacts have access to all folder permissions (identical to that of the folder owner), including:
– edit folder name
– view “Sharing” section and edit permissions
– share folder
– remove folder
– add new plans/files
– supersede existing plans/files
– view plans/files
– edit the description of plans/files
– remove plans/files
– add a note to a plan/file
– share a plan/file
– create a document summary report for a folder
To view the “Sharing” section or one or all folders, follow the steps in the sections below.
Note: Only folder owners and those with “Can Edit” folder permissions have access to a folder’s “Sharing” section.
To view and manage permissions for a specific folder, click the overflow button to the right of the related folder and select “Share” from the menu.
A dialog will be displayed showing a list of contacts that have access to your folder and their related folder permissions.
Click the menu to the right-hand side of each contact to change their permission.
To view and manage permissions for multiple folders, go to your project documents and click the “SHARING” button on the top-right hand side of your screen.
Click the menu to the right-hand side of each contact to change their permission.
Create a folder access summary report
To create a summary report of all project team members and contacts with access to your project’s document folders, follow the steps below.
Go to your project documents and click the “SHARING” button on the top-right hand side of your screen.
A page is displayed showing a list of all contacts that have access to your project’s folders and their related folder permissions.
Click the “EXPORT” button on the top-right of your screen to export the folder access summary report.
Example: folder access summary report
Request access to a folder
If you don’t already have access to a folder, you can send an access request via the documents interface.
To request access to a folder, follow the steps below.
Click the “REQUEST ACCESS” button next to the related folder.
A dialog will be displayed containing the details of the folder’s owner. Click the “REQUEST ACCESS” button on the bottom-right of the dialog.
The owner of the folder can then approve your request to access their folder either by email, or via the documents interface.
Option 1: Approve request via email
After requesting access to a folder, an email notification is sent to the folder’s owner. This allows them to grant either “Can View” or “Can Edit” access to the folder by clicking the related buttons in the email body.
Option 2: Approve request via interface
To approve access to a folder via the interface, go to the related project’s documents module, click the small overflow button on the right-hand side of the folder and select “Share” from the menu.
The contact that requested access to your folder will be displayed with their permission setting in grey (meaning pending).
Click the permission menu and select the permission you would like to set for the contact.
Step 3: Access granted email notification
After access is granted to a contact, they will receive confirmation via an email notification like the one below.
Note: contacts do not require to have an account with WeBuild in order to view shared folders. This provides more flexibility and convenience for people outside your company who are collaborating on one of your projects.
View a folder’s activity log
Any number of project team members and contacts with “Can Edit” access to your folder have the ability to make changes. You can track all changes related to your folder by viewing its activity log.
To view the activity log of a folder, follow the steps below:
Go to your project documents and click into a document folder.
Click on the “RECENT ACTIVITIES” tab to see a compete for a list of all activities related to a document folder.
Remove a document folder
To remove a document folder, follow the steps below.
Note: Your document folder must be empty to remove it (i.e. all files, if any, must be removed from your document folder).
Go to your project documents and locate the folder you wish to remove.
Click the overflow button to the right of the folder and select “Remove” from the menu, then click “DELETE” in the confirmation dialog and your folder will be removed.
What are "Files to be approved"?
Your project team can share document folders with anyone in your organisation’s address book. Contacts that are given the “Can Edit” permission have the ability to add or supersede files in the related document folder.
You can also share a document folder with someone external to your organisation and give that person the “Can Edit” permission. However, whenever that external contact adds or supersedes files in the folder, these changes will first be sent to the owner of the related document folder for approval.
These files will appear in the “Files to be approved” folder.
Your external contact clicks the “VIEW ONLINE” button in his email notification, he is directed to the documents interface of your project.
Note: The external contact will only see the documents in your project that have been shared with him from his account (i.e. he cannot access any other documents).
The external contact can then click in to the folder and click the “ADD FILES” button to start adding files.
After the external contact adds his files and clicks the “SAVE” button, the files are submitted to the folder owner for approval. Technically, his files will not become a part of the related folder until they are approved by the folder owner.
If the external contact wants to view these files again, they can be accessed via the “Files to be approved” folder. The “Files to be approved” folder will also become available to the folder owner for approval.
After external contact saves his files, the folder owner receives an email notification advising that there are documents awaiting approval related to the respective folder.
Clicking the “Documents Awaiting Approval” button will direct the folder owner to the “Pending Documents” interface.
Folder owner can view each file from “Files to be approved”, before selecting them and clicking the “APPROVE” button on the bottom toolbar to approve them to their folder.
The approved documents will then be moved automatically from the “Files to be approved” folder in to the appropriate folder.
Once approved, pending transmittals will be created for all contacts with access to the respective folder.
If the related files are a part of a Bid Package, pending transmittals will also be created for all related contractors.
Download one file/all files from a folder
Go to your project documents and click on a folder.
Hover over the file you want to select and click on the checkbox to the left-hand side of the document code to reveal the bottom toolbar.
Tip: You can select to download all files in the folder with one click. In the bottom LHS, there is a Checkbox that shows “1 Selected”. Click that checkbox to select all files in the folder (not only the file that you originally selected).
Click on the “OPTIONS” then on the “DOWNLOAD” buttons on the bottom toolbar to export your selected files.
When the file export has been has been prepared, click on the green “DOWNLOAD” button in the dialogue box appearing on the left-bottom corner of your screen.
Create a Document Register Summary Report for one folder
To create a Document Register Summary Report related to selected files in one specific folder, follow the steps below.
You can also see our training video: Navigating your Document Register (3:45) https://youtu.be/KasgTiOnUQc
Go to your project documents and click on a folder.
Hover over a file and click on the checkbox to the left-hand side of the document code to reveal the bottom toolbar. Select the files you would like to include in your report.
Tip: You can select all files in your folder by clicking on the checkbox on the left-hand side of the bottom-toolbar.
Click on the “SUMMARY” button on the bottom toolbar to export your Document Register Summary Report for your selected files.
The report will be downloaded in “.pdf” format.
The Document Register Summary Report includes a date/time stamp, project details and a list of the selected files.
Your company information also included in the footer of the report.
Example: Document Register Summary Report
Create a Document Register Summary Report for all folders
To create a Document Register Summary Report related to all folders, follow the steps below.
You can also see our training video: Navigating your Document Register (3:45) https://youtu.be/KasgTiOnUQc
Go to your project documents and click on the “All Documents” folder.
Hover over a file and click on the checkbox to the left-hand side of the document code to reveal the bottom toolbar. Select all the files you would like to include in your report.
Tip: You can select all files in your folder by clicking on the checkbox on the left-hand side of the bottom-toolbar.
Click on the “SUMMARY” button on the bottom toolbar to export your Document Register Summary Report for your selected files.
The report will be downloaded in “.pdf” format.
The Document Register Summary Report includes a date/time stamp, project details and a list of the selected files.
Your company information in also included in the footer of the report.
Example: Document Register Summary Report (multiple folders)
Create a Document List Summary report for a bid
This article will teach you how to export a list of the current set of documents related to each selected bid package.
After navigating to your Bidding module, click on the “Bid SUMMARY” on the top-right of your bid package folders.
Click the “REPORTS” button on the top-right hand side of your screen.
Select “Document List Summary” and click the “NEXT” button on the bottom-right hand side of the dialog.
Select the bid packages you would like to include in your report.
Select the available format and click the “DONE” button to export your report.
Create a Bid Summary report
This article will teach you how to export an overall list of your selected bids including the details of bidding companies, contacts, their status and related notes.
After navigating to your bids module, click on the “BID SUMMARY” on the top-right of your bid package folders.
Click the “REPORTS” button on the top-right hand side of your screen.
Select “Bid Summary” and click the “NEXT” button on the bottom-right hand side of the dialog.
Select the bid packages you would like to include in your report.
Select the available format and click the “DONE” button to export your report.
Create a “Quote Comparison” Report
This article will teach you how to export a summary of quoted costs per contractor broken up by each scope item for selected bid packages. You can add your budget costs to this report to calculate trade gains/losses.
After navigating to your bids module, click on the “BID SUMMARY” on the top-right of your bid package folders.
Click the “REPORTS” button on the top-right hand side of your screen.
Select “Comparison Report” and click the “NEXT” button on the bottom-right hand side of the dialog.
Select the bid packages you would like to include in your report.
Select the available format and click the “DONE” button to export your report.
Export all submissions and quotes for selected bid packages
To export all bid submissions and quote documents for selected bid packages, follow the steps below.
After navigating to your bids module, click on the “BID SUMMARY” on the top-right of your bid package folders.
Click the “REPORTS” button on the top-right hand side of your screen.
Select “bid Submissions & Quotes” and click the “NEXT” button on the bottom-right hand side of the dialog.
Select the bid packages you would like to export.
Select the available format and click the “DONE” button to export bid submissions & quotes.
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