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 can 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 of 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 view the Menus available to you within it. Then, click on a Menu to see the Folders Finally, click on a folder to start working with its contents.
- The number next to a folder will tell you how many documents/subfolders are within it, if any.
Once in a folder, there are multiple ways to download and upload documents to these folders.
Downloading Documents #
- The simplest way to download a document is to click on its name.
2. By checking the box next to multiple documents, you’ll have several new options, including the ability to download all the selected files. The system will automatically zip the files together before downloading them.
3. Clicking the three-dot icon next to a folder or subfolder will give you another option to download the entire folder.
Note: These options only apply for users with appropriate access to download documents.
Uploading Documents #
- The easiest way to upload a document is by dragging and dropping it from your Windows File Explorer or Mac Finder into the browser while a Folder is open.
- The Upload button is accessible from the upper-right corner when viewing a folder, gives you more options on top of being able to upload documents.
a. Use the Click or Drag Files area to drag in or select documents from your computer to upload.
b. Keywords and Label are optional and can be used to make your document easier to search and categorize.
c. Select who you want to email can be used to notify team members of 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.
d. Message can be used to provide an additional message that is included in your email.
e. Once you are ready to upload the document(s), click on the Save
Note: These options only apply for users with appropriate access to upload documents.
Creating Folders and Sub-folders #
- Creating Folders: You can create a folder by clicking the vertical ellipses located on the right of the Menu. Click the + Folder icon to create new folders.
2. Creating Sub-folders: To create a sub-folder, be sure you have already clicked into a folder. From here you will be prompted with a few options on the top right of your screen. Click the + Folder from here to create a sub-folder.
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 or afterwards.
- Keywords can be added or modified by clicking the ellipses next to the file, then the Edit option.
- Labels can be added or modified through the Add label button after selecting the item(s).
Note: 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 buttons.
Downloading or Rolling Back to a Previous Document Version #
Whenever a document is uploaded to a folder and a document with the same name and extension already exists, a new version of the document is created. By default, downloading the document will always download the 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 or delete is based on your access rights to this document menu.
Moving Documents #
Documents can be moved by selecting the file(s) and clicking the Move button located on the top. You will be prompted to pick a Group > Menu > Folder path to move this file to.
Copying Documents #
Documents can be copied by selecting the file(s) and clicking the Copy button located on the top. You will be prompted to pick a Group > Menu > Folder path to copy this file to.
Locking and Unlocking #
Documents can be locked by selecting the file(s) and clicking the Toggle Lock button located on the top. 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.
Smart Folders #
Folders can be designated as Smart Folders, which gives them a unique, partially autogenerated email address. Whenever an email is sent to this address, a new folder is created, and an .EML file containing the email is saved inside that folder.
To do this, click the ellipses to the left 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 is linked to your active PlanGrid account, you can import plans directly from PlanGrid by clicking the PlanGrid button located in the upper-right corner while viewing a folder.
In the new menu, select the PlanGrid project that matches the Projectmates project you are currently working in.
This will generate a list of plans that are tied to your PlanGrid project. Check the box next 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 documents, or a folder, 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.
To start an approval process, click the ellipses next to the document or folder you wish to start the process for. Then click the Approve button.
If you or your role has been asked to review and approve 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 page.
- 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 and mark up 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 hovering over the file and clicking the pencil icon.
Note: This feature is only available if your role has been given the access rights to do so.
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 Download icon will embed your markups to the latest version of the PDF file itself. The markups will now appear in the PDF even if it is downloaded normally through the Documents.
2D DWG Viewer and Comments #
The BIM/DWG Viewer is another 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.
Similar to the PDF Markup tool, the BIM/DWG viewer can be opened by hovering over the file and clicking the pencil icon.
If your role has been given the access rights to do so, you can use the Mark Up tool and begin making your edits. 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 #
Similar to the BIM/DWG Viewer, the BIM/3D RVT Viewer is another 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.
The BIM/DWG viewer can be opened by hovering over the file and clicking the pencil icon.
If your role has been given the access rights to do so, you can use the Mark Up tool and begin making your edits. Keep in mind that initially these markups 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 any time 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.
