Project Editing

TABLE OF CONTENTS

• Project Editing
  • How to Edit an Existing Project
  • Edit Project Page Breakdown
  • The General tab contents
  • How to add marketing details to your project
  • How to add custom values to your project
  • How to set-up the 'Project Team'
  • How to add and manage project overlays
  • How to provide internal users project-specific roles
  • How to provide external users project-specific roles
  • How to easily e-mail an inspection report to a predefined list of people
  • How to easily add the same labour and equipment items into an inspection report
  • How to add, edit, and remove project-specific drop-down menus
  • How to automate inspection report reviews

Depending on your organization's standards, modifying a project beyond the project creation page could be vital. Some organizations use the “Custom Details” page “Values” on their reports, while others need to set up the project with lookup list items. Whatever the case for editing the project, this article will provide a detailed overview of each edit project page and why you may need to use them.

How to Edit an Existing Project

The steps for editing an existing project and getting to the “Edit Project” page can be found below:

1. To start, go into the 'Project' portal

Note: The Project portal might have a different position on your 'Welcome Page.'

2. Select the project you wish to edit

As seen in the screenshot above, once a project is selected, users can preview that project's data. You can find more detail about project previews in this Project Navigation Overview article.

Edit Project Page Breakdown

The General tab contents

How to add marketing details to your project

The marketing tab can add project marketing details, like a description, project manager details, the keyword(s) that apply to that project, and project highlights. Project photos can also be added to this page to highlight photos representing the project or the best-taken photos during the project inspection phase.

How to add custom values to your project

The “Custom Details” tab allows project users to add project-specific details like additional project-wide inspection, tender, and/or Payment certificate details. Examples include a contract number for inspection and tenders/bids, total project working days, the awarded contractor, etc.

How to set-up the 'Project Team'

The “Team” tab allows project users to list individual users associated with the project and their responsibilities. To manage users and their responsibilities on the 'Teams' tab, click on the “Select User/Team” drop-down menu and select a user, and then click the “Add User/Team” button.

Another benefit of the “Team” tab is for inspections, as you can e-mail the “Project Team” an inspection report on the mobile app and web portal, as an alternative to “E-mail Groups.”

How to add and manage project overlays

The “Overlay” tab allows users to upload, create, edit, and remove project overlays. This feature can be useful if you want to add a project boundary line, or project working area and outline any major features the project is focusing on. The overlay can be seen on the web portal and the mobile app. To learn how to add a project overlay, read the steps below:

1. In the Portal Menu, Select the Project option

2. Select the Project

3. Select the “Project" tab

4. Select the Overlay Tab option

5. Browse and Select each filetype generated by Exporting the Shapefile

6. Adjust the ‘Overlay Colour’ and ‘Thickness’

How to provide internal users project-specific roles

The Internal Users tab allows project users to add, manage, and remove project-specific access for their co-workers already on the Builterra account. The permissions for the project can be the same roles they already have for other projects or be higher for that specific project. Let's say we have an inspector working on a project, and they need to have the ability to edit other inspector's contract terms, where they would usually only be able to edit and create their quantities; well, that's where the internal user's tab comes in.

Note: if users have access to all projects, you cannot lower their permissions for the specific project on the internal users tab. You can only increase or add to their permissions.. (e.g. a Inspection Manager cannot become a Inspection users for a specific project, if they already have access to all of the projects on the account)

How to provide external users project-specific roles

The “External Users” tab allows project users to add external individuals and add, edit, and delete project-specific roles. This tab is similar to the Internal Users tab. However, this tab is used for individuals not part of your organization, as they will only be able to access this project with the roles and permissions that you provide them. You may also notice that external users cannot use some of the higher roles like inspection, tender, and project admin, as those roles are best suited for internal users as they focus on full permissions for configuration to their respective portals.

How to easily e-mail an inspection report to a predefined list of people

The E-mail Groups tab allows project users to create pre-defined e-mail lists for other users to use when sending inspection reports to other individuals. Reports can be sent to any internal or external user, and the receiver will get an e-mail with the report added as an attachment. Project users can add and cc individuals with the e-mail group, helping to save time by not needing to type in the e-mail of all users each time a report is sent.

Project users can also utilize the subject line variables like [InspectionDate], [ProjectNumber], [ProjectName], [Inspector], and [ReportNumber] to get the applicable information based on the inspection report into the subject line of each e-mail. Project users can also add a description/body from the e-mail if they want to standardize their message to the e-mail(s) receiver.

Multiple e-mail groups can be made for various different scenarios, e.g. different crews, departments, and external organizations. All e-mail groups created will be project-specific and can be used on the Builterra mobile app and the web portal.

Note: Sample output of the subject above would be “2025-123 - Report Number3

How to easily add the same labour and equipment items into an inspection report

The “Templates” tab allows users to create inspection templates for the inspectors to use on the project. Inspection templates help to save time by adding the same equipment and labour items to the inspection with the ability to be modified before importing them into the inspection report. Once set up, inspection templates can be used on the mobile app and the web portal. However, inspection templates can only be created on the web portal.

How to add, edit, and remove project-specific drop-down menus

The “lookup Lists” tab allows users to add, edit, and remove project-specific redefined drop-down menu values. Lookup lists are a great tool to standardize responses to avoid small variations of the same entry. (e.g. Worker, Labourer, etc.) Project users can also add to the project-specific universal lookup list to add values that apply through the project on the Builterra platform.

How to automate inspection report reviews

The “Workflows” tab allows project users to automate report approval, rejection, and comments for internal and external users. All the inspector needs to do is set their inspection to “Marked as Reviewed,” and the workflow will send an e-mail to the configured user or group of users for review. The approver will receive an e-mail and be able to use the new Approvals and Rejection Portal to review the document again, allowing them to approve or reject the inspection report.

To use the workflows tab, you must create a “Workflows” template. To learn how to create a template, watch the video below:

After you create a workflow template, the project user can select which template they want to use and then add the workflow to the project.