How do I work with Project Documents?

Project Documents will be created for all newly created projects. Existing Projects will finish out with the previous Briefcase layout. that permits users to control which parties can view folders in RT Project Documents.

When a project is created, it will pull the current user access settings from Administration. After that, additional changes can be made on the project level.  Just like all other Administration defaults, changes made to access defaults in Admin after project creation will not affect existing projects.

Administration

Go to Default Settings>Project Documents Settings

These settings will default to the same access user groups currently have so if they are happy, they do not need to change anything.

Any changes that are made in Administration will only apply to new projects created after those changes are made.

Access to the System Folders where documents are automatically stored/signed/reviewed (Contracts, Change Orders, Billing, Purchase Orders) is only controlled by what the settings were in Administration when projects are created; this is not editable at the project level. This is to provide companies better better protection over that which users can view at the project level.

Gray Checkboxes represent files that cannot be unchecked. These include things like Contracts or Change Orders for Owners and Subcontractors who must sign their documents in the Project Documents via their portal. 

The Availability can only be toggled off for Custom Folders and folders that have no automated content in RedTeam Go (such as Permits, Safety Reports, Testing Reports)

Required Documents

Required documents that will be requested on every project can be set at the Administrative level.  Additional Project Specific documents can be added after project creation.

Users can now designate if these need to be submitted before a contract will be awarded to them or before Subills can be created with the Require Prior to: radio buttons. Leaving this set to N/A will not prevent the subcontractor from performing any related tasks.

Project Level

Project Documents can be added and permissions for the Custom Folders can be edited by clicking Project Documents from the left hand menu and selecting the desired folders.

Required Documents – Project Level

At the project level, Required Documents from Administration can be edited. New project specific documents can also be added. Requesting the documents from the subcontractors will send a Magic link email so they can submit the requested documents without logging into the subcontractor portal.

If the Prior to Subcontracting option is selected, the GC will not be able to lock the subcontract until the documents are returned. They will see this message appear if they attempt to click the lock checkbox.

Subcontractor Portal View

If the Prior to Sub Billing option is selected, the Subcontractor will not be able to submit a bill until the documents are submitted.

In all cases, the Submit Required Documents box will appear on the Billing page subcontractor task list to prompt them to submit these. Clicking the link directs them to the Required Documents folder.

They can click the document name to see the form or example of the requested item and import their documents to submit to the GC.

When Required Documents are returned, both the Accountant and Project Manager will receive an email notification with attachments. Recipients should confirm that this is the requested item because no approval for Req Docs is required. The Subcontractor can proceed once the documents are submitted.