Main Office AEC Repro Buildflow 44 West 39 th Street New York, NY 10018 Help & Support Guidebook Customer Support Monday Friday 8AM 6PM 866 243 2321 Toll Free 212 624 9474 Phone docs@buildflow.com buildflow.com V1 April 2017
Table of Contents Home Page page 3 Administration page 5 Users - Employees & Reps Company Permissions Project Document Permissions Projects page 7 My Projects All Projects New Project Project Details Navigating Groups and Folders page 10 Document and Group Icons Common Document Groups Document Search Adding and Viewing Documents page 14 Upload Methods Document History Document Viewer Contacts page 18 Company Contacts Adding a New Contact Project Contacts Document and Order History Ordering Documents page 24 Placing an Order Downloads Order History 1
Home Page The Home screen is your entry point into BuildFlow where you can get quick access to information and stay focused on the projects you are working on. At the very top of the home page, you have options: a link to all Projects, all Company Contacts, a link to our in-house messenger service, Admin options, your Profile, and a link to our Help & Training site. Help can also be accessed by clicking the Help Beacon (question mark icon) from the bottom right. My Projects All of the projects that you are working on from within your company are listed here. To add or remove a project click on Go to All Projects then click on the star icon. Message Board Company-wide messages and/or files can be posted here. Company Administrator access is required. RFIs by Project Projects that feature RFIs are displayed on your home page, along with related information. This is an optional module, and is turned on only by contacting Customer Support. 2
Projects you have been invited to Other companies can invite you to work on their own projects on Buildflow. These invitations will appear on your homepage. Buildflow Accounts Should you belong to multiple accounts, Buildflow gives you a quick link to log in from this screen. 3
Administration Before you get started, it s important to set up your company s list of employees, as they ll need access to start working on your projects. Administrators have the highest level of access in Buildflow and are the only users that are able to add or remove employees from your company. Enter admin from the top menu. Filters on the left will help you sort through current users based on categories. You can add a new user by clicking New User at the top right but only with administrative rights. New Employee: areas in red are mandatory to fill out. Make sure to include as much information as possible, though information can be edited after users are added. Reps are users that do not fall under your company, but need the same level of access / permissions. Groups: Depending on your Buildflow account, you have the ability to set up contact groups. Contact Sales or Customer Service for more information. 4
Permissions: set up company permissions from the start, or edit in the future. Company Permissions default permissions are set based on the level that you ve selected upon creating a new user. Here is an example of company permissions. Project Document Permissions You can also see the breakdown for project documents: 5
Projects You can access your company s project directory from all pages (by clicking Projects at the top) or from the home screen, by selecting Go To All Projects. Using the left filter options will help you narrow down what you re looking for. With our search tags, you can filter by location, document type, and so on. Along with our keyword search, projects are easy to locate. Archive Projects after 90 days of inactivity are automatically sent to the archive. To bring a project back as active, simply click the project, edit its Project Details, and change back to active. 6
New Project Click New Project at the top right and fill out as much information as you can (fields in red are mandatory). Notifications You can select recipients for document updates, as well as include fellow employees on any invitations to bid or project invitations to consultants. You can edit this at any time, and your options for people to include will open up as you add more Project Contacts. 7
Project Details After you ve created your project, or by entering an existing project, you are able to add and edit the project details. This includes the basic project information, bid information, renderings, and the notify list. You can also view related search tags as the document list grows. 8
Navigating Groups and Folders Every project has a pre-set folder structure, which is created based on the common organizational needs for most projects. Templates can also be customized to your personal needs. Before delving into the default template itself, here are the common icons you ll come across on Buildflow. Group and Folder Icons Document Group - A high-level container for organizing related documents in folders. Document Management Folders 1. Customer Support: We are the team that supports your documents. 2. Preflight: Files are converted, separated, reviewed, renamed and organized, regardless of how they are submitted. 3. Indexing: Key information like spec code, drawing number, title and date are entered for each document. 4. Conformance: We manage and maintain the master conformed full set of drawings and specs for every project including milestone sets, bulletins, addendum, etc. 5. Search Tags: We are in charge of adding your organization specific search tags to documents like location and floor, which makes searches fast and accurate. No Document Management Folders 1. Dropbox-like Functionality: Similar functionality to Dropbox, removing the need for multiple file sharing applications. 2. Immediate Availability: Files are available immediately after upload. 3. Native Format: Files remain in their native format. Contains Files Does Not Contain Files Conformed Full Set The most recent version of the documents. Restricted Access Access and Permissions have been set on the group or folder. Modified Access Access and Permissions have been modified on the folder. Subfolder Template A preset subfolder template has been applied to the folder. 9
Document Icons Versions There are multiple versions of the document. Annotations There are marked up versions of the document. Attachments There are file attachments. Document Link There are linked documents within Buildflow. RFI There are RFIs related to this document. Project Template Your default template* organizes all of the projects uploads, and can be collapsible (by clicking the icon with three lines) should you want the main window to expand. Click the small arrows to the left of each group see the subfolders beneath, and click the name of the folder to enter in the large window. *Please note that not every project or company will feature these exact templates. Contact customer support to customize or make changes to the folder structure for your project s needs. 10
Document Search As everyone continues using BuildFlow, a vast number of project documents and files are securely stored in a central repository. It is essential that you are able to obtain search results quickly and efficiently. Accurate search results are paramount, BuildFlow combines industry proven and organization specific search tags applied exclusively by a knowledgeable Customer Support Team to achieve this. You can search for documents in a variety of combinations to quickly find what you are looking for. Text Search This will search the following database fields: Drawing Number, Title, and Document History Title. Search Tags Dynamic As you select, only related search tags will be displayed, automatically refining the available search criteria. Non-Dynamic Choose this option when you require documents across multiple Search Tag Groups. Example: searching the 1 st Floor of multiple locations for all Architectural drawings. Find a Search Tag in any group by entering a keyword. 11
Common Document Groups A/E Team This group is for the architects and engineers to coordinate drafts, meeting minutes, and documents related to their companies. These groups are secure and private to only those that are given permission at the Project Contact level. Construction Team Similar to the A/E Team, this is a location for all of the GC/CM s documents. There is a Submittals module, which is an added system, including an active log, which is available on a per-project basis. Contact Customer Support or Sales to turn on this feature. Drawings & Specifications Master Conformed Full Set This is the most common document group. The Master Conformed Set is managed by our team of Document Control specialists, who will rotate, rename, and fully index each drawing and specification, keeping your project up to-date. Each subfolder category can be named and organized according to your company s standards. Corresponding AutoCAD or unmanaged documents can be submitted beneath the managed versions (see Working Files). 12
Adding and Viewing Documents Once you have an understanding of the folder structure, and know where you ll be directing your files, uploading the documents is easy. Simply locate the destination within the related Document Group, Create a New Folder, and add your files. Here is a step-by-step for uploading Managed Documents. Adding Managed Documents 1 New Folder - Make sure to create the destination folder in the correct location, depending on the update and document type. a. Using a uniform folder naming convention starting with the date helps keep the folder structure organized. After you create this folder, it will automatically refresh in both the left and right windows: 13
2 Add Documents a. The Document History title is inherited from the folder title and can be changed. b. If there is a Conformed Full Set folder, advise if the documents in this submission should be updated. c. Select your delivery method: i. Upload will directly send files to the Buildflow servers. ii. Request a Pickup: a messenger will be dispatched. iii. Drop Off: Drop off at our office location 44 West 39 th Street, New York NY (between 5 th and 6 th Avenue, Ground Floor), 8am-6pm iv. Email / Alternate Link: Third party links i.e. Dropbox, ShareFile, etc. d. Special Instructions: enter for any color files, time-sensitivity, file naming conventions, etc. e. Select those from your project team to be notified by editing the distribution list. 14
3 Choose Files a. Select your files (make sure your pop-up blocker is turned off to allow Buildflow access), and wait until the upload reaches 100% and the files are listed. Remove or add more files to continue. b. Close Upload Files Window, and view a quick confirmation that files will now be processed by our team* (there is a turnaround time between 1-3 hours, depending on the size of the upload. If a priority, indicate in the special instructions as a rush). c. Place an order from here, or wait until your email confirmation for the files to reach the site. Go to Document History to view the newly created update, and its status: Uploading Unmanaged Documents original format, instant upload. 1 New Folder - Make sure to create the destination folder in the correct location, depending on the update and document type. 2 Upload Files The Document History title is inherited from the folder title and can be changed 3 Notify select who you want to notify via email. Access & Permissions additional security can be set on a folder by modifying the folder settings for members of your project team. Only folder admins can do this. 15
Viewing Documents Once files have been uploaded to the site, you are able to view them, either within the same window or in a pop-up window. This viewer contains additional important information related to the document at hand. Master Conformed Set - looking at the Document List below, you ll see the listed trades, with each drawing number, title, issue date, and when it was posted to Buildflow. The latest documents are green and underlined. You ll also see icons to the far right which indicate documents that have RFIs, annotations, or attachments. Click the file name or title to view. On the left side of this new window, you ll find a menu with the following features: Document Information & Versions Click this icon to expand and view key information, like title, document history number, and toggle between the older versions, should they exist in the project. Click this icon to send the document to anyone via share link. Annotations - Expanding the annotations not only reveals the document s history of mark-ups, but allows you to either use mark-up tools to annotate the current document, or a previous mark-up. Attachments -Add attachments to this specific document, including any external drawings, images, etc. RFI -You can initiate a new RFI, or add to an existing RFI, should this module be turned on for the project. Search Tags See all associated search tags applied specifically to this document. 16
Contacts Buildflow gives you the ability to maintain a directory of contacts, those of which can be added to specific projects and given access and security based on their needs. You can access your global contacts from any screen, by clicking the link at the top menu. You are able to filter your existing contacts according to industry type, as well as addition locational/workforce type tags. Here s an example of how to filter a Concrete subcontractor from the master list: You can also simply search by keyword: 17
Or sort alphabetically: New Company To add a new contact, go to the top right, and click New Company. It s mandatory to give a name / select an industry type when filling out the details: When adding employees to this contact, it s important to include as much information as possible, as Buildflow access relies on email address, and recipients for print orders must include an address/phone number: 18
Project Contacts When adding contacts to a project, there is a tier system of Buildflow access and permissions, set within your Project Team. Project Contacts is accessible by entering the project at hand, and selecting from the template on the left side, present in every Buildflow project. Once selected you ll see your project team, broken out into Employees & Reps (highest access level), Consultants (Architects, Engineers, etc.), hired Subcontractors, and then Bidders, and Guests (lowest access level). Adding Project Contacts: 1 Click Add Employees, should they be Employees / Reps (make sure to add these contacts first from the Admin menu). If belonging to any other designation, go to the far right of that particular row. Highlighted below would be where you could add an Architect: 19
2 This will then take you into your Contacts directory (accessible from the top menu). If you are adding to a specific industry type, this will queue up the related companies. Companies already added will have a checkmark already next to the name: 3 If listed in your directory, expand the companies to view employees. You can invite everyone in the company (allowing them to police themselves, i.e. add other users), or add specific people to your project: 4 Invite: You can choose to invite upon adding, or save for later. Add to Project Contacts. 5 Track: Once added you ll be able to monitor these users activity on the site, in Project Contacts. Expanding the companies will show the dates of first/last invitations, whether or not they ve signed in/created passwords, as well as any order information. 20
Bidders When adding a bidder, Buildflow allows for keeping track of bid responses, through the invitation email itself. You can preview this invitation by going to your Project Details, where you can also edit Bid information: 21
Project Contact Edit and Track click the company name to find additional information. Project Contact Status to change contact type, or bid response. Company to edit company information (this will bring you to the same form you originally filled out for adding a new contact). People add or edit employees, as well as modify user access: Document History view all uploads by this company: Order History view and track all order history for this company, as well as delivery history: 22
Ordering Documents With our 14,000 SF print facility and in-house messenger service located in Midtown Manhattan, ordering printed copies of your documents is easy through Buildflow. We also feature Fed-Ex / UPS services, for long distance orders. Buildflow also allows for downloading and tracking those links, so that you can ensure delivery for all major issuances. Placing a Print Order 1 Go to the folder (i.e. Master Conformed Full Set) that you wish to order from, or find the Document History ID number for the documents. 2 - Select all, or cherry-pick only the files you need you can select by trade, or by document. These selections will highlight as yellow. 3 At the very bottom, you should see a count ( Selected 9 in this example) for the number of documents you ve selected. You can click that link, and it will display only these files. 4 Select Order to continue to select recipient(s), and Edit. 5 Select Download to instantly download directly your computer. 23
Select Order Recipients brings you to your project contacts select, or add new contacts right from this page. Once you ve selected your recipient(s), click Next. Order Recipient Details - Default orders (100% Full Sets, or download orders, depending on the contact) will appear. Modify each respective order by clicking Edit. Place Order once editing is submitted (see next page for how to edit). 24
Edit Order Order More Sets to send different sizes Change quantities for multiple sets Small format - 8.5x11 (typ. Specifications, letter-size) Large format - drawings 11x17, 24x36, 36x48, and above Binding options appear in drop-down menus Special Instructions add for rush orders, color, etc. Add any transmittal, bid, or recipient notes. Select from our various delivery methods. Submit when all changes are made. Place Order to finish 25
Order Confirmation this 6-digit number will appear at the top right after you Place Order from the details page. It will come in handy to reference if you have any questions for Customer Support. You can track this order s delivery and/or download status but going to Order History: Resend download links if necessary: 26