What is the Documents Feature? #
Projectmates cloud-based document control system is a simple, yet critical module for managing all project-related documents from the planning stage to the closeout of a project. It is collaborative in design and is meant for all parties to work together and share documents with their team members. To support this collaboration, this module features a huge variety of tools and functionalities to help users share, organize, and categorize documents to the benefit of the whole team.
- Simple, straightforward tool to store project documentation and files.
- Many ways to share files with team members, even if they’re not Projectmates users.
- Variety of features to notify others and be notified of new files being uploaded.
- Secure access—your organization determines how much a user is able to see and do within the Document structure.
Downloading/Uploading Documents #
A project’s document control system can be accessed by navigating to the project through the My Projects page. Once inside of a project, the Documents tool can be found on the left-side menu by clicking Documents.
- From there, the Documents tool is broken down into three hierarchy levels Groups > Menus > Folders
- Depending on what level of access you have in the project, only certain groups and menus may be visible to you.
- Click on a Group to see the Menus you have access to within it, then click on a Menu to see the Folders inside of it. Click on a folder to begin working with it.
- The number next to a folder will tell you how many documents/subfolders are within it, if any.
There are multiple ways to download and upload documents to a folder.
- The simplest way to download a document is to click on its name.
- The simplest way to upload a document is to drag and drop it from your Windows File Explorer/Mac Finder into the browser while a Folder is currently open.
- Checking the box next to several documents will give you several new options, including the ability to download all documents you had selected.
- Clicking the three dot icon next to a folder/subfolder will give you another Upload and Download button.
- The Download button will download the entire contents of the folder into a zip file.
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- The Upload button, which is also accessible from the upper-right corner when viewing a folder, gives you more options on top of being able to upload documents.
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- Use the “Click or Drag Files” area to drag in or select documents from your computer to upload (4.1.4)
- Keywords and Label are optional and can be used to make your document easier to search/categorize.
- Select who you want to email can be used to notify team members your upload by selecting either specific users in the project or roles. An email will be sent simultaneously with your upload that notifies them of the upload, where it occurred, and even provides a download link. Message can be used to provide an additional message that is included in your email.
- Once you are ready to upload the document(s), click on the Save button found on the upper right of the Upload window.
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Adding Labels/Adding Keywords #
Keywords and Labels provide additional ways to organize and search for documents along with their actual name.
- Keywords display directly underneath the document’s name and count towards searches for it.
- Documents can be filtered by Label by clicking on the Filter icon next to the Name column, then selecting an existing label.
Keywords and labels can be added to documents upon uploading them (4.1.3), or afterwards once it has been uploaded by clicking the triple dot icon to the right to a document. This will open a menu with several options.
- Keywords can be added or modified through the Edit button
- Labels can be added or modified through the Add Label button
- Keywords and Labels can also be changed for several documents at once. Check the box next to the documents you wish to edit, then use the Add label or Edit Multiple Keywords.
Downloading or Rolling Back to a Previous Document Version #
Anytime a document is uploaded to a folder and there was already a document with exact same name + extension, a new version is created. By default, downloading a document will always download its latest version.
A document with multiple versions will have an icon next to its name denoting what version it is currently on. Clicking on the version icon will open a detailed version history of the document.
From this window, clicking the triple dot icon next to a previous version will provide the option to download, delete, or rollback (delete all versions after this one, making it the latest again) to this version. Keep in mind that your ability to Rollback/Delete will be based on your access rights to this document menu.
Move Documents #
A document can be moved by clicking on the triple dot icon found to the right of the document and clicking the Move button. You will be prompted to pick a Group > Menu > Folder path to move this file to.
This action can be taken for multiple files by checking the boxes next to their name and using the Move icon located above them.
Copy Documents #
A document can be copied by clicking on the triple dot icon found to the right of the document and clicking the Copy button. You will be prompted to pick a Group > Menu > Folder path to copy this file to.
This action can be taken for multiple files by checking the boxes next to their name and clicking the Copy button located above them.
Lock and Unlock #
A document can be locked by clicking on the triple dot icon found to the right of the document and clicking the Toggle Lock button. This action can be repeated to unlock the document. Locked documents cannot be deleted, overwritten by a new version, or annotated using the Viewer and Markup tool.
This action can be taken for multiple files by checking the boxes next to their name and clicking the Toggle Lock button located above them.
Smart Folders #
Folders can be designated as Smart Folders, which assigns them a partially autogenerated email address. Each time this email address receives an email, a folder will be generated containing a .EML copy of the email.
To do this, click the triple dot icon to the right of a folder and click the Edit button. A partially completed email address will already be populated in this window. Fill in the empty field with any characters to complete the email address, then hit Save.
Importing Plans from PlanGrid #
If your Projectmates account has been linked to your active PlanGrid account, then it is possible to import plans directly from PlanGrid. This can be done through the PlanGrid button found on the upper right when viewing a folder.
In the new menu, you will need to choose the PlanGrid project that corresponds to the Projectmates project you are currently in.
This will generate a list of plans that are tied to your PlanGrid project. Check the boxes nest to the plans you wish to import, click the Import button found on the upper right and Projectmates will import them into the folder where you had previously initiated this process.
Approving a Document/Folder #
It is possible for a document or a folder set of documents to be queued for review and approval by project team members. Documents pending approval will have a small icon to the right of the file name. Clicking on it will open a window with the current approval path.
If you/your role has been asked to review a document or set of documents…
- An email notification will be sent requesting your approval.
- The approval request can also be accessed from your My Work
- When reviewing documents requesting your approval…
- Thumbs Up will approve the document and move it to the next approver, if there is one. If a document has been fully approved, then the user who had initially submitted the document will be notified by email.
- Thumbs Down will reject the document and stop the approval process. You have the option to add a comment on why you had rejected the document. The user who had initially submitted the document will be notified by email.
- Revise and Resubmit will prompt you to give a comment on what needs to be revised, and clicking Revise and Resubmit again will undo the approval process. The user who had initially submitted the document will be notified by email with your instructions. This is typically the preferred option when you want someone to redo a document and send it back to you for approval.
PDF Markups #
The PDF Markup tool is an optional feature that your organization may activate for your site. It is a way for you to view PDF files directly through the system without requiring any 3rd party software to be downloaded.
With this feature active, a PDF file can be opened by clicking the triple dot icon found to the right of the file and clicking PDF Viewer and Markup in the dropdown menu.
If your role has been given the access rights to do so, then you will also have access to various markup tools to markup and notate items on the PDF. Keep in mind that initially these markups will not be embedded onto the PDF and can only be viewed by others through the PDF Viewer and Markup tool. Clicking the Floppy Disk icon will embed your markups to the latest version of the PDF file itself. The markups will now appear on the PDF even if it is downloaded normally through the Documents.
2D DWG Viewer and Comments #
The BIM/DWG Viewer is an optional feature that your organization may activate for your site. It is a way for you to view DWG files directly through the system without requiring any 3rd party software to be downloaded.
With this feature active, a DWG file can be opened by clicking the triple dot icon found to the right of the file and clicking BIM Viewer in the dropdown menu.
If your role has been given the access rights to do so, then you will also have access to various markup tools to markup and notate items on the PDF. Keep in mind that initially these markups will not be embedded onto the DWG file and can only be viewed through the Projectmates BIM Viewer.
3D RVT Viewer and Comments #
The BIM/3D RVT Viewer is an optional feature that your organization may activate for your site. It is a way for you to view RVT files directly through the system without requiring any 3rd party software to be downloaded.
With this feature active, a RVT file can be opened by clicking the triple dot icon found to the right of the file and clicking BIM Viewer in the dropdown menu.
If your role has been given the access rights to do so, then you will also have access to the Markup 3D tool to leave comments on any location within the model. Keep in mind that initially these comments will not be embedded onto the RVT file and can only be viewed through the Projectmates BIM Viewer.
Snapshot a Drawing View #
When viewing a DWG or RVT file through the BIM Viewer, a screenshot of what you are viewing can be quickly taken at anytime by using the Screenshot button found on the upper right. This will generate a PNG file of your current view and download it onto your PC.
