FAQ Overview

ConDoc Help » New User

I hate computers, and this thing won't do what I want it to do.

Access denied

Author: ConDoc-Admin
Last update: 2020-02-19


ConDoc Help » Logging In for the First Time

Accessing ConDoc for the First Time

Note: This document applies to users accessing ConDoc for the first time. If you are adding your company to ConDoc, check out our article My Company Was Invited to ConDoc. What's Next?

ConDoc users are added by an administrator. Once you are added to the system, you will receive an email containing your account details and instructions for login. This email typically arrives within 15 minutes of registration.

ConDoc welcome email

Follow the highlighted Click here to log in link to launch ConDoc or type the following URL into your browser:

http://app.condoc.com

Enter your email address and the provided password. Click  Login.

Login Screen

Be sure to reset your password as soon as you login - choose a secure, easy to remember password. 

Why Can't I Access ConDoc?

Read below and see if one of these common issues is preventing you from accessing ConDoc:

  • Check your junk email folder if you don't receive an email invitation to ConDoc.
  • The device you use to access ConDoc must be connected to the internet when you login to ConDoc.
  • Google Chrome provides the best user experience for ConDoc. If you use a browser other than Chrome, a red warning message will appear in the header. Click Here to download Chrome.
  • Can't remember your password? Click I forgot my password on the login screen and follow the instructions.

 

Author: ConDoc-Admin
Last update: 2020-02-04


Why Can't I Access ConDoc?

Read below and see if one of these common issues is preventing you from accessing ConDoc:

  • Check your junk email folder if you don't receive an email invitation to ConDoc.
  • The device you use to access ConDoc must be connected to the internet.
  • Google Chrome provides the best user experience for ConDoc. If you use a browser other than Chrome, a red warning message will appear in the header. Click Here to download Chrome.
  • Make sure you are logging in using the email address where you received the invitation.
  • Can't remember your password? Click I forgot my password on the login screen and follow the instructions.

Author: ConDoc-Admin
Last update: 2019-08-07


Select a new password after first login

We recommend resetting your password after your first login.

  1. Navigate to your Account page.
    1. Click on your name in the upper right-hand corner of the page. OR
    2. Click on the My Dashboard tab in the upper left corner of the page. Then click on the Open My Settings box.
  2. Click Update Password from the Account Actions menu.
  3. Fill in your current password (provided in the registration email). This field may be filled in for you.
  4. Enter a new password and type it again to confirm.
  5. Click the Change Password button.

 If you forget your password, or are unable to change it, contact your Company Admin to have them reset your password. You will receive an email from ConDoc with a new password. Use the new password to log in, then change your password.

Still need help? Give us a call! +1(800)-715-1809

support@condoc.com

Author: ConDoc-Admin
Last update: 2021-04-07


Why haven't I received an email invitation to ConDoc?

Still waiting for an email invitation to ConDoc? Here are some common reasons people do not receive an invite:

  • Check your junk mail/spam mail folder.
  • Have you confirmed that the ConDoc administrator set up your account?
  • Do you have more than one email address? Verify that the administrator sent the email to the account you are checking for an invite.
  • Verify that the administrator has entered the correct email address.
  • If your email account is managed by a company IT department, verify that the email was not blocked by a firewall. (The IP for the email may need to be added to a whitelist).
  • In order to receive the email, your device must be connected to the internet. Verify your connection is working.

Still no email? Contact us for support using the button below.

Author: ConDoc-Admin
Last update: 2020-08-11


The password I received in my email invite doesn't work.

If you copy/paste a password from the welcome email to login to ConDoc, you may accidentally highlight extra spaces. This causes the password to be incorrect.


How to copy/paste a password

 

Try typing the password, or follow the graphic above to make sure no extra spaces are highlighted when you copy/paste.

After you login for the first time, be sure to select a secure new password that you can remember.

Author: ConDoc-Admin
Last update: 2021-04-07


ConDoc Help » Login Help (Mobile)

I forgot my PIN (Reset my PIN on ConDoc Mobile)

Access denied

Author: ConDoc-Admin
Last update: 2021-04-09


Logon with a PIN (ConDoc Mobile)

Access denied

Author: ConDoc-Admin
Last update: 2021-04-09


ConDoc Help » My Account Page

How do I set/change Notifications?

Setting/Changing your Email Notifications

Notifications settings are found on your Account Page, on the Email Notifications configuration card.

  • Navigate to your account page:
    • Click on your name in the upper right-hand corner of the screen, OR 
    • Click on the My Dashbaoard tab, then click on the Open My Settings card
  • Find at the Email Notifications configuration card (on the right side of the screen)

The Email Notifications card will have a checkbox to "Disable notifications for all projects". Checking this box will turn off all project specific notifications for all documents and project actions. 

The Email Notifications card also individually lists each project you have access to. Each project will have a checkbox to disable notifications for that specific project.

*We do not recommend that users disable alerts for all projects. Selecting this option means you will never receive any email alerts for any project in ConDoc.

Set Notifications by Project & Document Type

At the document level, emails can be enabled or disabled by document type for each project.

  • Select the project using the Project Selector 
  • Click on the Documents tab
  • Click on the document type you want to change the notifications for
  • Click the Notifications button on the right, above the document list
  • The popup will have three checkboxes:
    • Disable notifications for 'document type selected'
    • Disable the notifications for the current project
    • Disable all notifications
  • After checking the appropriate boxes, click the Save button to save your settings

Note: Not all notifications can be turned off. ConDoc system notifications can not be disabled.

This process may be repeated for additional projects and document types as needed.

 

Author: ConDoc-Admin
Last update: 2019-08-07


There are no projects in my dashboard/I can't find a project on my dashboard.

To request access to a project:

Companies are added to a project by the Project's Admin. Employees are added to a project by their company's Project Admin. If you don't see a project you expect to see on your project page, there are two possible solutions:

  1. If you know your company already has access to the project, contact your company's Project Admin and request access to the project.
  2. If your company does not have access to the project, contact the GC's Project Admin and request access to the project for your company.

Something else?

If the GC's Project Admin says you have been added to a project, but you still can't see it, verify the email that is associated with your account. Users with multiple emails could be set up under multiple accounts. (In other words, for one project your username could be bobsmith@ACME.com, and for another project your username could be robert.smith@ACME.com). 

 

Author: ConDoc-Admin
Last update: 2019-08-07


What should I do if my project is missing?

There are three common reasons a project may no longer be available for a user: the user was removed from the project, the user's company was removed from the project, or the project was deactivated.

Have you been removed from the project?

Contact your Company Admin to see if you were accidentally removed from the project. 

Has your company been removed from the project?

Contact the GC's Project Admin to see if your company was removed from the project. This may happen when a project changes phases from pre-construction to construction phase. 

Was the Project Deactivated?

If you have Company Admin privileges, you can check the status of the project by going to the Admin tab and selecting Company Admin.  Click the Manage Projects button. Check the Show Inactive checkbox. Search for the missing project. If the project was deactivated, there will not be a checkmark in the "Is Active" column. 

If a project was accidentally deactivated, contact support@condoc.com to reactivate the project.

Author: ConDoc-Admin
Last update: 2019-08-07


Select a new password after first login

We recommend resetting your password after your first login.

  1. Navigate to your Account page.
    1. Click on your name in the upper right-hand corner of the page. OR
    2. Click on the My Dashboard tab in the upper left corner of the page. Then click on the Open My Settings box.
  2. Click Update Password from the Account Actions menu.
  3. Fill in your current password (provided in the registration email). This field may be filled in for you.
  4. Enter a new password and type it again to confirm.
  5. Click the Change Password button.

 If you forget your password, or are unable to change it, contact your Company Admin to have them reset your password. You will receive an email from ConDoc with a new password. Use the new password to log in, then change your password.

Still need help? Give us a call! +1(800)-715-1809

support@condoc.com

Author: ConDoc-Admin
Last update: 2021-04-07


How do I get to my account settings? (My Account)

Navigate to your Account page.

  1. Click on your name in the upper right-hand corner of the page. OR
  2. Click on the My Dashboard tab in the upper left corner of the page. Then click on the Open My Settings box.

On the My Account page, you can edit your personal information, update your time zone, change your email address, change your ConDoc password, view recent emails (sent via ConDoc), and manage your personal stamps. You can also manage your Notification settings by turning notifications on or off for each project you are assigned to.  

 

Author: ConDoc-Admin
Last update: 2019-07-30


How do I change my password?

Changing your Password:

  • Navigate to your Account page:
    • Click on your name in the upper right-hand corner of the page. OR
    • Click on the My Dashboard tab in the upper left corner of the page. Then click on the Open My Settings box.
  • Click on the Change Password button.
  • Enter your current password (this field may be filled in for you)
  • Enter a new password
  • Repeat the new password
  • Click the Change Password button

Your password is changed. Use the new password the next time you log in.

 

Author: ConDoc-Admin
Last update: 2019-07-30


How do I change my email address?

Changing your Email address

NOTE: When you change your email, you will have to log out and log back in using the new email address to continue working in ConDoc. 

  • Navigate to your Account page:
    • Click on your name in the upper right-hand corner of the page. OR
    • Click on the My Dashboard tab in the upper left corner of the page. Then click on the Open My Settings box.
  • Click on the Change Email button.
  • Enter your current email (this field may be filled in for you)
  • Enter a new email address
  • Repeat the new email address
  • Click the Change Email button

 Remember to log out and log back in again using the new email address.

Author: ConDoc-Admin
Last update: 2019-08-08


How do I view my emails in ConDoc?

Navigate to your Account page:

  • Click on your name in the upper right-hand corner of the page. OR
  • Click on the My Dashboard tab in the upper left corner of the page. Then click on the Open My Settings box.

Click on the View Recent Emails button

This will list the 100 most recent emails you have received in ConDoc, from the ConDoc application. Double-click on an email to open and view it. The list is also searchable via the search bar. 

 

Author: ConDoc-Admin
Last update: 2019-08-07


How do I add a Company/Personal Stamp to ConDoc?

Company Stamps

You must have Company Admin permissions to add or remove company stamps.

  • Navigate to the Company Admin page. 
    • Hover over the Admin tab, then click Company Admin 
  • In the Management box, click on the Manage Comapny Stamps button
  • Click on the Add New button
  • Enter a name for the stamp in the Stamp Name field. Use a descriptive name; e.g. "Approved, 'your company name'" or "Disapproved, 'your company name'"
  • Check the "Include a Timestamp" check box if you would like the stamp to include the date/time it is added to a document
  • Select the image you want to use as your company stamp. (The image must be a *.png file. Other file types are not supported at this time.)
  • Click the Save button

When a stamp is added as a Company Stamp, everyone in the company will be able to use it.

Personal Stamp

  • Navigate to your Account page
    • click on your name in the upper right-hand side of the Title bar, OR
    • Click on the My Dashboard tab, then click on the Open My Settings card
  • Click on the Manage Personal Stamps button
  • Click on the Add New buttton
  • Enter a name for the stamp in the Stamp Name field. Use a descriptive name; e.g. "John's Approval stamp" or "Mary's Disapproval stamp"
  • Check the "Include a Timestamp" check box if you would like the stamp to include the date/time it is added to a document
  • Select the image you want to use as your company stamp. (The image must be a *.png file. Other file types are not supported at this time.)
  • Click the Save button

When you add a Personal Stamp, you are the only person who will have access to it.

Now that the stamps have been added, whenever you go to the PDF view of a document, you will be able to select any of your company's stamps or any of your personal stamps to add to the document.

 

Author: ConDoc-Admin
Last update: 2019-08-07


How do I add and manage my personal stamps?

Managing Personal Stamps

  • Navigate to your Account page.
    1. Click on your name in the upper right-hand corner of the page. OR
    2. Click on the My Dashboard tab in the upper left corner of the page. Then click on the Open My Settings box.
  • Click on the Manage Personal Stamps button
  • This will bring up the Personal Stamps window. Any stamps you have already uploaded will appear on the list.
  • The list of personal stamps will display a thmbnail of the stamp along with an Edit and a Delete button for each stamp listed
  • If you click the Edit button, the stamp will open in the Create Personal Stamp window
  • If you click the Delete button, you will get a confirm your action dialog box. (This helps prevent accidental deletion of stamps.)

If you need to add a new stamp

  • Click on the Add New buttton
  • Enter a name for the stamp in the Stamp Name field. Use a descriptive name; e.g. "John's Approval stamp" or "Mary's Disapproval stamp"
  • Check the "Include a Timestamp" check box if you would like the stamp to include the date/time it is added to a document
  • Select the image you want to use as your company stamp. (The image must be a *.png file. Other file types are not supported at this time.)
  • Click the Save button

When you add a Personal Stamp, you are the only person who will have access to it.

Once your stamps have been added, whenever you go to the PDF view of a document, you will be able to select any of your company's stamps or any of your personal stamps to add to the document.

Author: ConDoc-Admin
Last update: 2019-08-07


I forgot my password (Reset my password)

ConDoc does not have a method to recover your password if you forget it. You will need to reset your password using one of the following methods:

To reset your password yourself, follow these steps:

  1. Click here to reset your password
  2. Enter the email address you use to logon to ConDoc
  3. You should receive an email with a new password within 1 to 3 minutes.

Tip: Check your junk mail or spam folder if you don't recieve an email within 1 to 3 minutes.

Alternatively, to reset your password from the ConDoc login screen:

  1. Open ConDoc in your browser (https://app.condoc.com).
  2. On the logon screen, select I forgot my password at the bottom of the dialog box.
  3. Enter the email address you use to logon to ConDoc.
  4. You should receive an email with a new password within 1 to 3 minutes.

Tip: Check your junk mail or spam folder if you don't receive an email within 1 to 3 minutes.

If your account is locked for some reason (too many incorrect login attempts), You will need to contact your Company Admin to unlock your account and reset your password.

If all else fails, contact ConDoc Support using the button below.

Author: ConDoc-Admin
Last update: 2019-08-06


ConDoc Help » Dashboards: My Dashboard tab

What is the My Dashboard tab?

After your initial login, when you log in to ConDoc you will be taken to the My Dashboard tab. This page is meant to be a quick reference showing any tasks that need your attention. The My Dashboard tab is NOT project specific. It will list ALL documents for ALL projects assigned to your company, provided you have access to them.

The top of this page shows you what is “In My Court.” It will list the document types that are currently assigned to your company, how many of each document there are, and if any of them are overdue. Hovering the cursor over the document types will display a count of Overdue, Due Soon, and In Your Court. You can access these documents by clicking on the document type. Your Dashboard does not list all the documents you have access to, just the ones that are currently assigned to your company. If you need to see all the documents, click on the Documents tab and navigate to that document type.

Below the In My Court box will be three or four option boxes. Three of these boxes are available to all users: Open My Settings, Search for Project, and the Getting Started Video. The fourth box, Create a New Project, is only available to Project Admins. Each box is simply a link to another page or dialog box. Click inside the box to follow the link.

  • Open My Settings: Clicking on this box will take you to your Account page.
  • Search for Project: This will pull up the Request Missing Access dialog box. It will list all the projects your company has access to. If you see a project that you need to be added to, click on the project name to highlight it, then click the Request Access button. This will notify your company's Project Admin.
  • Create a New Project: (only available to Project Admins) This brings up the Create New Project Wizard. The New Project Wizard will walk you through the steps to create a new project.
  • Getting Started Video: This video is a quick demonstration of ConDoc features and navigation.

 

Author: ConDoc-Admin
Last update: 2019-08-07


What is the difference between the My Dashboard and the Project Dashboard tabs?

Understanding the Difference between My Dashboard and Project Dashboard

There are two dashboard tabs in ConDoc: My Dashboard and Project Dashboard. The My Dashboard tab is a quick reference page showing everything assigned to your company, that you have access to. You can access documents, your personal settings, and request access to projects. The Project Dashboard is limited to information about a specific project. All information on the Project Dashboard is specific to the selected project. 

 See My Dashboard tab or Projects tab for more instructions for these two tabs. 

 

Author: ConDoc-Admin
Last update: 2019-08-08


ConDoc Help » Dashboards: Projects tab

What is the Projects tab?

The Projects Tab

Next to the My Dashboard tab, in the header bar, is the Projects tab. The Projects tab displays a project box with information about that project. If you navigate to the My Projects tab from a screen or tab that is not project specific (e.g. My Dashboard), the Projects tab will display the project you most recently had selected. If this is not the project you want to see, use the Project Selector dropdown on the right-hand side of the Header Bar to select a different project.

The appearance of the Projects tab screen will depend on your role and permissions. If you are an employee without Admin permissions, you will only see the Project card. The Project card lists the project title and information about the project. Under the project title is a timeline bar graph showing a percentage of how much time has been used for the project and how many days remain. The Project’s Start and End date, the phase the project is in, the Architect and GC, and a 3-day weather forecast are listed. The View 7 day forecast link will bring up a window with the 7-day extended weather forecast.  

There is also a list of document types for the project, like you would see on the My Dashboard tab, but the documents listed here are strictly ones related to this project that are still in the workflow. Completed documents will not be shown here. This list will have the document type and quantity of documents that are assigned to your company. If you hover the cursor over the document type, an information callout will appear showing the number of documents that are overdue, due tomorrow, or In Your Court. If you are a Project Admin, below the list of document types will be a bar graph showing how many of each document type are in the workflow, and who the documents are assigned to.

At the bottom of the Project card is a Request Missing Project Access button. This button brings up the Request Missing Access dialog box. If you see a project that you need to be added to, click on the project name to highlight it, then click the Request Access button. This will notify your company’s Project Admin. If you are a Company Admin or are your company’s Project Admin, there will be a shortcut button to Open Project Admin, that will open the Project Administration tab.

In addition to the Project card, if you are a Company Admin, you will see the Associated Employees card. This card allows you to add/remove employees to the project from your company and grant/deny Company Project Admin permissions to those employees. 

If you are the GC's Project Admin, you will see the Associated Companies card. This card allows the Project’s Admin to add/remove companies from the project.

 

Author: ConDoc-Admin
Last update: 2019-08-07


What is the difference between the My Dashboard and the Project Dashboard tabs?

Understanding the Difference between My Dashboard and Project Dashboard

There are two dashboard tabs in ConDoc: My Dashboard and Project Dashboard. The My Dashboard tab is a quick reference page showing everything assigned to your company, that you have access to. You can access documents, your personal settings, and request access to projects. The Project Dashboard is limited to information about a specific project. All information on the Project Dashboard is specific to the selected project. 

 See My Dashboard tab or Projects tab for more instructions for these two tabs. 

 

Author: ConDoc-Admin
Last update: 2019-08-08


ConDoc Help » Documents tab

How do I view a PDF Document?

Viewing a PDF in the ConDoc application:

*Note: PDFs and other documents should be viewed and edited in the ConDoc application whenever possible to prevent the loss of any changes made to the document.

View the PDF from the Documents Tab:

  1. From the Documents Tab, select the tab for the document type you wish to view. (RFI, Submittal, etc)
  2. If you see a PDF icon () beside the document, it is available to view, and possibly markup, in your browser.
  3. Click the PDF icon beside the document you would like to view.
  4. The document automatically opens to view. 

OR view the PDF from Properties View:

  1. Click the Go to PDF View button if it is displayed at the top of any document's properties window. 

Additional Options Avaialable in PDF View:

  • Print PDF Document - clicking the printer icon opens your browsers print dialog. 
  • Download PDF Document - clicking the download icon downloads the PDF version of the document to your downloads folder.
  • Markup/Stamp PDF Document* - Condoc supports markup and stamping of PDFs without ever leaving your browser.  Click the "Edit and Stamp" button to open the full suite of ConDoc Markup tools. Modify the document in your browser, then Save the changes.

*Note: You may only markup a PDF that is assigned to your company. You can open, print, and download any PDF you have access to view.

Viewing a PDF outside the ConDoc application:

You can download a PDF to view it in your PDF viewer/editor by clicking the download icon (). 

  • Click on the download icon () next to the document on the Documents tab. OR
  • Go to the document's Properties view, then click the Download PDF button.

*Note: If you make any changes to the PDF after downloading it (edit/markup), you will have to re-upload the PDF to ConDoc for those changes to stay with the document.

Author: ConDoc-Admin
Last update: 2019-08-07


What is the Documents tab?

Where is it?

When you log in to ConDoc, across the top of the screen is the Title bar. You should see the ConDoc logo in the upper left-hand corner. Your name and your company will be in the upper right-hand corner along with a Log-Out button. The Header bar is the black band just beneath the Title Bar. It will have several tabs: My Dashboard, Projects, Daily Log, Log Review, Documents, Plans, and Admin. Your role in ConDoc will determine which of these tabs are available to you.  Click on the Documents tab.

What does it do?

The Document Libraries available will be listed by document type, in a row below the Header Bar. The Documents tab will display the document libraries for all documents that are enabled for the project you have selected. This means that the document libraries are also specific to the project. The following Document Libraries may be listed: RFI (Request for Information), Submittal, Construction Documents, Construction Set, Change Request, Change Order, Other, and Approvals. If you do not see one or more of these libraries, the GC's Project Admin may not have enabled the missing Document types.

If you click on one of the document types, it will open that document library. Each document library will have the same basic display format, even if the option buttons are different. Each library will list all the documents of that type for the selected project. The document libraries are organized into rows and columns like a spreadsheet. The list will usually be sorted by the first column. You can identify the sort order by looking for the sort icon, in the column heading row. You can sort the list any way you choose. If you click on a column heading, the list will sort according to the column you selected. Then, you can click the sort icon to toggle between ascending and descending order.

If documents are present, there will be a Filter button which brings up a dialog box containing a list of checkboxes. Checking any checkbox, or boxes, will filter the document list to only display documents that match all the boxes checked. The more boxes you check, the more documents will be filtered out of the displayed list.

You can make ConDoc use certain filters every time by setting them as your default filters. Just check the boxes for the filters you want to use and click the Set as Default button. The dialog box will close, and the filters you selected will be applied. If you click the filter button after setting defaults, the default filters will be in blue text. If you only want to filter the documents once, check the boxes and click the Apply button. This will close the dialog box and whatever filters you selected will be applied to the list.

Two additional option buttons on the RFI Filters dialog box allow for quick changes to the filter settings: Select Defaults and Unselect All. Clicking the Unselect All button will remove checks from all the boxes. When you click the Apply button, the list will display all the documents. You can return to the default settings by clicking the Select Defaults button and applying those changes. If filters are used, the Remove Filters button will appear above the document list. This will alert you to the fact that some documents may have been omitted from the list due to the filters.

If you use the Set as Default feature, every time you navigate to this document type, the list displayed will have the filters you selected applied. Having default filters saved will enable two additional function buttons on the document page: Remove Filters and Apply Default Filters. The Remove Filters button will remove all the filters so all documents will appear on the list. When the filters are removed, the Remove Filter button disappears. The Apply Default Filters button will always be present if default filters have been saved. 

 

Author: ConDoc-Admin
Last update: 2019-08-07


What are the tabs on the documents?

Most documents in ConDoc have some features in common. When you open a document to view it, every document will have a Title bar across the top with the project name, the document type, or other information to let you know what you are looking at. Most documents will also have function buttons at the top and bottom: Download, Go to PDF View, Add Note, Save, Close, etc. Below the top function buttons will be a row of tabs: Attributes, Versions, Audit, Security, and Notes. These tabs contain information about the document or attached to the document. The tab you are viewing is identified by a blue line under the tab name.

Activity: On the right-hand side of the RFI, Submittal, Change Request, and Change order documents view windows is an Activity box. This feature will show the date and time any action was taken on these documents, similar to the Audit entries. Each Activity entry will show what action was taken, the name of the person who took the action, and the day and time the action occurred. If the action occurred less than five days ago, the day of the week will appear in place of the date. When documents are created or modified, the Activity list entry will include a download link for that version of the document. 

Attributes include the basic information fields that the document’s creator entered when they created the Document. Versions show you every instance when the document was edited and a new version was saved to ConDoc. The list will include the date and time of the change, the name and role of the person who made the change, and what the status of the document was changed to. The list will also include a Download Version button (it looks like a cloud with a down arrow) for you to download and review previous versions of the document. The Audit tab is similar to Versions, but far more detailed. Audit will list who did what to the document, and when. The Security tab lists (by role and company) who can view the document. Notes will list all the notes attached to the document. This list will include the name of the person who made the comment and the comment itself. Each note will also have the date and time the note was created. The Notes tab has a Download Notes as PDF button that will allow you to download all comments as a single PDF file.

The Notes tab has two additional features. The number of notes attached to the document will appear in parenthesis next to the word Notes. If notes have been added to the document that you have not reviewed, a bell icon will appear to alert you to notes that you haven’t seen.

Author: ConDoc-Admin
Last update: 2019-07-30


How do I add Notes to a document?

When you open a document, look for and click the Add Note button. If there is no button, you will not be able to add notes. In most cases, the status of the document determines whether notes can be added or not. Once a document is approved, it is considered locked and may not be altered. Also, you will not be allowed to add notes to documents that are derived from other documents. For example, the Current Set is derived from the Construction Documents, so you will not be able to add notes. Once a note is added, it will follow the document from then on.

Author: ConDoc-Admin
Last update: 2019-07-30


Send for Review and Assign To: An Overview

Author: ConDoc-Admin
Last update: 2021-04-15


ConDoc Help » Understanding Your Role

What are ConDoc roles?

There are two types of roles in ConDoc, Company roles and Employee roles. Each role comes with certain permissions within the ConDoc Application. These roles and permissions are interconnected to some degree. Because Employees belong to Companies, the Employee’s role and permissions cannot extend beyond the Company’s role and permissions.

See also Company Roles and Employee Roles.

 

Author: ConDoc-Admin
Last update: 2019-07-30


What are Company Roles?

Company roles are based on the function the company serves on the project. The company’s role determines where it will fit into the various document workflows. The Company Roles are:

  • Architect - Engineers
  • Customer/Owner
  • General Contractor
  • Other 1*
  • Other 2*               *Generic positions that are NOT in the workflows
  • Other 3*
  • Sub-Contractor

* Other 1, 2, & 3 are placeholders to allow the Project Admin to include anyone or any company that isn’t otherwise identified. The Project’s Admin can rename these roles via the Project Admin screen.

In the document workflow, a company will have permission to approve documents or changes, make Requests for Information (RFIs), create Submittals, create Change Requests or Change Orders, and Other documents, depending on that company’s assigned role. Assigning roles to a company enables the Project’s Admin to permit or prohibit a company from taking certain actions on a document based on those roles. The permissions associated with a company extend to all employees of the company, provided the employees have access to the project.

 

Author: ConDoc-Admin
Last update: 2019-07-30


What are Employee roles?

In addition to the company’s permissions that extend to its employees. An employee may be granted Administrative permissions for their company or for a project. Administrative permissions are divided into two categories: Project Admin and Company Admin. These permissions allow the employee to do things that other employees within that company are not able do. These permissions are described in detail under Administrative Permissions.

 

Author: ConDoc-Admin
Last update: 2019-07-30


What is Billing in ConDoc?

Billing in ConDoc is very streamlined. There is only one bill, and it goes to the project owner (either the actual owner or the General Conatractor). As the project moves through phases, the person designated as the project owner may change, so the company receiving the bill may change. Granting billing permissions to one of your employees simply allows that person access to the invoices from ConDoc and allows them to manage their company’s payment information.

 

Author: ConDoc-Admin
Last update: 2019-07-30


ConDoc Help » Administrative Permissions

What are Administrative Permissions?

Administrative permissions are divided into two categories: Project Admin and Company Admin. These permissions are established based on the role of the company, the role of the user, and the phase of the project.  Project Admin permissions are further broken down into two categories: the Project’s Admin, and a Company’s Project Admin. Permissions for the Project’s Admin grant overall control of the project, while permissions for a Company’s Project Admin only grant control over aspects of the project that the company needs to have authority over. 

When the project is first created and is still in the Pre-Construction phase, the Owner or the person who creates the project in ConDoc is the only person with permissions as the Project’s Admin. Once an Architect of Record (AOR) or a GC is selected, the Owner may transfer the Project’s Admin permissions to one of them.  

Another key aspect of Admin permissions to keep in mind is that you must have the permissions in order to grant them to someone else. If you do not have Billing permissions, you cannot give Billing permissions to someone else. If you are not a Project Admin, you cannot grant Project Admin permissions.

 

Author: ConDoc-Admin
Last update: 2019-08-09


What is a Project Administrator?

A Project Administrator (Project Admin) is a person with Administrative permissions for things related to the project. The level of Project Admin permissions depend on the role of the Company as it relates to the Project. 

The General Contractor's Project Admin

The General Contractor (GC) for a project will normally be designated as the Project Manager for a project. This means that the GC’s Project Admin will need more management capability over the project. Therefore, the GC’s Project Admin will have more features available to them than other Companiess' Project Admins.

The GC’s Project Admin establishes the default settings for document configuration, visibility, timelines, routing, and other aspects of document workflow in ConDoc. This helps the GC’s Project Admin ensure that the right people get the documents at the right time and in the right order, and that people who shouldn’t see them don’t.

The GC’s Project Admin may also add and remove companies from the project. As subcontractors and consultants are needed, the GC’s Project Admin can invite them to the project in ConDoc.

Because ConDoc is email based, when the GC’s Project Admin invites a company to the project they must use an individual’s email address. This will add the company and the individual at the same time. If the person being added is the first person from the company to be added, the person being added will become the company’s Project Admin, the Company Admin, and have Billing permissions.

The Company's Project Admin

 The Company’s Project Admin Is not able to configure documents but does manage document security by adding or removing people from their company to a project and determining which of their company’s employees have access to the documents. They are also able to create and manage Approval Workflows for the project.    

 The Company Admin only has administrative permissions to manage people who work for their company and for functions that their company is responsible for. The Company Admin can invite other people to the project from within their company and they can grant Company Admin permissions to other people within their company. Company Admins can also manage their company’s Approval workflows and Company Stamps. If necessary, the Company Admin can designate another employee as a Company Admin. If the Company Admin also has Billing permissions, they can grant Billing permissions to another employee.

 

Author: ConDoc-Admin
Last update: 2019-08-09


What is a Company's Project Admin?

The Company’s Project Admin is the person who performs comapany-level tasks related to a specific project. A Company's Project Admin is not able to configure documents but can manage document security by adding or removing people from a project for their company. They are also able to create and manage Approval Workflows for the project.  

 

Author: ConDoc-Admin
Last update: 2019-08-09


What is a Company Admin?

The Company Admin has administrative permissions to manage people who work for their company and for functions that their company is responsible for. The Company Admin can invite other people to the project from within their company and they can grant Company Admin permissions to other people within their company. Company Admins can also manage their company’s Approval workflows and Company Stamps. If necessary, the Company Admin can designate another employee as a Company Admin. If the Company Admin has Billing permissions, they can grant Billing permissions to another employee.

 

Author: ConDoc-Admin
Last update: 2019-08-09


ConDoc Help » Help for Admins

Removing companies and their employees from projects

To remove companies and their employees from projects you must be a GC (paid ConDoc subscriber) with Project Admin rights.

What happens when I deactivate a company in ConDoc?

When a company is deactivated, all users at the company immediately lose access. They will no longer be able to access information in ConDoc for the project they are terminated from.   

All data created by any users from the company prior to deactivation is retained in ConDoc. This  includes documents created by the employee, notes or logs of employee actions, and any uploaded images or pdfs. Incomplete documents are also retained.

IMPORTANT: After a company is deactivated, it isn't recommended to use the "Return to Initiator" button. 

How to remove an entire company from a Project 

*In order to remove a company from a project in ConDoc, you must be a project admin with General Contractor status (i.e. a paid ConDoc account). To remove a single user from a company, navigate to the next section, "How to remove a single company user from a project".

Companies are easily removed from ConDoc from the Project Admin page.   When you remove a Company via the Project Admin page, they are only removed from the project currently selected in the project selector. 

  1. From the Admin menu, select Project Admin.
  2. Navigate to the project you would like to remove the company from.
  3. From the Project Admin page,  click Manage in the Companies menu.
  4. Click the red x beside the company you would like to deactivate.
  5. A warning pops up to confirm you would like to deactivate the company. Select Confirm  to confirm deactivating the company.
  6. Repeat steps 1-5 to remove the company from additional projects.

How to remove a single company user from a Project 

*In order to remove a company user from a project in ConDoc, you must be a project admin with General Contractor status (i.e. a paid ConDoc account). To remove a single user from a company, navigate to the next section, "How to remove a single company user from a project".

Companies can manage their own users from their Project Admin page. However, under certain circumstances a General Contractor may wish to immediately deactivate access for a single user from a different company.  Follow these instructions to quickly deactivate a single user at a different company.

  1. From the Admin menu, select Project Admin.
  2. Navigate to the project you would like to remove the company user from.
  3. From the Project Admin page,  click Manage in the Companies menu.
  4. Click the magnifying glass. Observe the users in the right side of the dialog.
  5. Click the red x beside the company user you would like to deactivate.
  6. A warning pops up to confirm you would like to deactivate the user.  Select Confirm  to confirm deactivating the user.
  7. Repeat steps 1-6 to remove the user from additional projects.

How can I quickly identify documents associated with the company I would like to deactivate?

The easiest way to identify what an employee has been working on is a quick review in the Documents tab.

  • Go to the Documents tab.
  • From the project selector find a project where the employee was deactivated.
  • Open the RFI tab.
  • Type the company name into the search bar. This will show you any RFI documents where the document was Assigned to the deactivated company. 
  • Repeat this process for all document types and projects the company was working on to identify the items that are in their court.

The ConDoc system does not notify admins when a user is deactivated. Therefore, if you deactivate a user from a different company, it is recommended that you notify the company which user you have deactivated.

Author: Melanie Jones
Last update: 2018-07-03


How to Deactivate a Project

Projects can be deactivated on an individual basis. When a project is deactivated the following changes occur:

  • The project is no longer available in ConDoc menus.
  • No users will be be able to access the project.
  • No changes can be made to any documents or plans in the project.
  • Documents and plans cannot be viewed in ConDoc.
  • You are no longer billed for the project.

If you would like to deactivate a project, we recommend that you first request a DVD Export. For instructions on requesting a DVD Export, view the document How to Request a DVD Export.

How to Deactivate a Project

  1. To deactivate an existing project, go to Admin and select Project Admin.
  2. Click the Deactivate Project button.
  3. A dialog box will appear. If you would like to deactivate the project, select "OK".

 

Author: ConDoc-Admin
Last update: 2019-10-04


How to Request a Project Export

When should I request a project export?

Companies should request a project export for each completed project before moving it to deactivated status. You should request the export after verifying all project content is "final".

How to request a project export:

  1. From the ConDoc Admin menu, select Project Admin.
  2. Click the "Request Project Export on DVD" button.
  3. A dialog appears with the name of the selected project. After verifying that the correct project is selected, select Export. 

Tips when requesting an export:

  • The content for the dvd is generated when you click the Request Export button. Be sure all project content is final before clicking the button.
  • To avoid any changes after your export request, remove users from the project before requesting an export.
  • Once you have received your DVD and verified contents, you may choose to deactivate the project.

Author: ConDoc-Admin
Last update: 2017-12-15


Add and Remove Users from Projects My Company Is Invited To

If you are the project admin at your company, you can add company employees to a project as soon as you receive the email inviting your company to the project.

Add Users to a Project

  1.   Login to ConDoc using your username and password at https://app.condoc.com
  2. From the Admin dropdown, select “Project Admin” (If you do not have an Admin dropdown, you will need to ask your Company Admin to make you a Project Admin).
  3. Use the Project Selector to navigate to the project you want to add users to. 
  4. The employees that can currently access your project are listed in the users menu. To add additional users, click Quick Add. 
  5.  A dialog will open and display the users at your company that haven’t been assigned to this project.  
    • To select an existing user from the list, select the user you want to add to the project from the list, and then click Select.
    • To add a new user, click Add New User. Enter the work email, first name, and last name for the user you would like to add. Click Create. The user is now added to the selected project. 

Repeat steps 4 and 5 until the user list contains all of the users you would like to add to this project.

Manage Project Admin Status for Users

You can select multiple Project Admins on any project your company is added to. Project Admins are able to add and remove users from a project, manage which documents are accessible to users, and request a project export DVD.

Project Admins are not able to edit information about your company.

To manage project admin status:

  1. Click the Manage Users button.
  2. Add a checkmark beside any user name to grant them project admin access. Remove the checkmark beside a user if you want to revoke project admin privileges. 
  3.   Click Close to save your changes.

Manage Document Access for Users

By default, every user you add can view all documents that your company has access to. You can restrict documents for certain employees by adjusting Document Management Permissions. To adjust document management permissions:

  1. Click the Document Management Permissions button.
  2. Uncheck the boxes for any document type you do not want an employee to have access to.
  3. Click Close to save your changes.

Project admins have access to all document types by default.

Remove Users From the Project

Users can be removed from the project at any time. When a user is removed at the project level they will still be able to login to ConDoc and access any other projects they may be added to. They will no longer be able to view or edit anything associated with the project they are removed from.

To remove a user:

  1.   Click the Manage Users button. 
  2.   Click the red ‘X’ beside the name of the user you would like to remove from the project.
  3.   Click OK to confirm your changes.

Author: ConDoc-Admin
Last update: 2018-06-28


How do I add a Company/Personal Stamp to ConDoc?

Company Stamps

You must have Company Admin permissions to add or remove company stamps.

  • Navigate to the Company Admin page. 
  • In the Management box, click on the Manage Comapny Stamps button
  • Click on the Add New button
  • Enter a name for the stamp in the Stamp Name field. Use a descriptive name; e.g. "Approved, 'your company name'" or "Disapproved, 'your company name'"
  • Check the "Include a Timestamp" check box if you would like the stamp to include the date/time it is added to a document
  • Select the image you want to use as your company stamp. (The image must be a *.png file. Other file types are not supported at this time.)
  • Click the Save button

When a stamp is added as a Company Stamp, everyone in the company will be able to use it.

Personal Stamp

  • Navigate to your account page
  • Click on the Manage Personal Stamps button
  • Click on the Add New buttton
  • Enter a name for the stamp in the Stamp Name field. Use a descriptive name; e.g. "John's Approval stamp" or "Mary's Disapproval stamp"
  • Check the "Include a Timestamp" check box if you would like the stamp to include the date/time it is added to a document
  • Select the image you want to use as your company stamp. (The image must be a *.png file. Other file types are not supported at this time.)
  • Click the Save button

When you add a Personal Stamp, you are the only person who will have access to it.

Now that the stamps have been added, whenever you go to the PDF view of a document, you will be able to select any of your company's stamps or any of your personal stamps to add to the document.

Author: ConDoc-Admin
Last update: 2019-07-29


How do I add/edit Employees for my Company?

The Manage Company Employees box on the Company Admin screen will list all company employees that are in ConDoc. Next to the employee’s name, in the “Roles” column, there will only be three possible roles. If the column is blank, the person does not have Admin or Billing permissions. If the column says Admin, the employee is a Company Admin, but does not have Billing permission. If the column says Billing, or Admin/Billing, the person is a Company Admin and has Billing permission.  

Adding Employees to your Company

The Manage Company Employees box allows you to add or remove employees from the company and change employee roles. Remember that from the Company Admin screen, you are not associating the employee with a project. To add an employee to a project, you will need to navigate to the Project tab or the Project Admin screen.

The New button will bring up a dialog box to add an employee by entering their name and email address. That employee will receive the “Let’s Get Started” email from ConDoc. You must add the employee to ConDoc before you can assign roles to that employee.

Once the employee has accepted the invitation and logged in to ConDoc, you can then edit the employee’s information and assign roles to them by clicking the pencil (edit) button adjacent to the individual’s name on the Manage Company Employees card. This will bring up the Edit Employee Details dialog box.

Edit Employees

The Edit Employee Details box has three sections: Details, which has the employee’s personal information; Assigned Roles, which has checkboxes to grant Admin and Billing permissions; and Assigned Projects, which lists the projects that employee has access to.

In the Details section, there is an Edit Email button. This button is ONLY for changing another employee’s email address. You cannot change your own. When you change the employee’s email address, they will have to log out and log back in using the new email address to continue working in ConDoc. There is also a Reset Password  button, which will reset the employee’s password (you cannot reset your own password). The employee will receive an email with a new password. If you want to change the employee’s details, just type them in. When you click the Save button at the bottom of the dialog box, the changes will be saved.  

At the bottom of the Details section are three more option buttons: Deactivate, which will deactivate the employee (this button will not be present if you are editing your own details); View History, which allows you to see all actions related to managing that employee (not the employee’s actions); and View Emails, which will display the most recent ConDoc generated emails sent to that employee.

Since employees can only be deactivated rather than deleted, there is a checkbox on the Manage Employees box to view inactive employees. Once the employee is visible to you, you can edit that employee and reactivate them. This can save time if an employee is going to be away (medical, maternity, ongoing education), but is expected to return.

The Assigned Roles section has two checkboxes: Admin and Billing. Checking the Admin box will grant Company Admin permissions to the employee. Checking the Billing box will grant Billing permissions. If you check the box for Billing and the Admin box was not already checked, the Admin box will automatically be checked and greyed out. Billing permissions require the employee to be a Company Admin, so when you grant an employee Billing permission, they are automatically granted Company Admin permissions.

The Assigned Projects section lists all the projects the employee has access to. The list has the project name and an “Is Admin” column to tell if the employee is the company’s Project Admin for that project. There will be a checkmark if they are an admin and an X if they are not. These are simply indicators, not clickable options. You cannot add or remove an employee from a project using this screen.

 

Author: ConDoc-Admin
Last update: 2019-08-05


How can I remove a user from ConDoc? (How can I deactivate an employee in ConDoc?)

Deactivating an Employee

Once an employee is added to ConDoc, they can NOT be removed. Employees may be removed from a project, but they can’t be removed from ConDoc. An employee may only be deactivated, not deleted. This is for historical tracking purposes. Any actions an employee takes on any documents in ConDoc are tracked in that document’s audit trail. Deactivating the employee rather than deleting them allows that audit history to remain intact and maintains the accountability ConDoc is designed to facilitate.

What happens when I deactivate an employee in ConDoc?

When an employee is deactivated, their access is terminated immediately. They will no longer be able to access information in ConDoc for the project they are terminated from. If they are deactivated for a project, their project access is immediately terminated, but they are still able to work on other projects for their company in ConDoc. If the employee is deactivated from their company, all access to ConDoc for that employee is terminated immediately.   

All data created by the employee prior to deactivation is retained in ConDoc. This  includes documents created by the employee, notes or logs of employee actions, and any uploaded images or pdfs. Incomplete documents are also retained.

Employees can be deactivated from a single project via the Project Admin page. Employees can be deactivated from all projects via the Company Admin page.

How can I quickly identify what an employee has been working on?

The easiest way to identify what an employee has been working on is a quick review in the Documents tab.

  • Go to the Documents tab.
  • From the project selector find a project where the employee was deactivated.
  • Open the RFI tab.
  • Type the first or last name of the deactivated employee into the search bar. This will show you any RFI documents where the document was Last modified by the deactivated employee. 
  • Repeat this process for all document types and projects the employee was working on to identify the items that are in their court.

How to remove an employee from the Company 

*In order to remove an employee from your company, you will need to be a Company Admin . (This feature is only available on paid ConDoc subscriptions). If you do not have Company Admin access, or would only like to deactivate the employee in certain project(s), please navigate to the next section How to remove an employee from a project.

Employees are easily removed from ConDoc from the Company Admin page.   When you remove an employee via the Company Admin page, they are removed from all projects.

  1. From the Admin menu, select Company Admin.
  2. From the Company Admin page,  click Manage Employees.
  3. Select the user you would like to deactivate.
  4. Click Deactivate. 
  5. A warning pops up to confirm you would like to deactivate the employee. Select Confirm  to confirm deactivating the employee.

How to remove an employee from a Project 

*In order to remove an employee from a project in ConDoc, you will need to be a Project Admin .

Employees are easily removed from ConDoc from the Project Admin page.   When you remove an employee via the Project Admin page, they are only removed from the project currently selected in the project selector. 

  1. From the Admin menu, select Project Admin.
  2. Navigate to the project you would like to remove the employee from.
  3. From the Project Admin page,  click Manage in the Employees menu.
  4. Click the trashcan icon beside the employee you would like to deactivate.
  5. A warning pops up to confirm you would like to deactivate the employee. Select Confirm  to confirm deactivating the employee.
  6. Repeat steps 1-5 to remove the employee from additional projects.

Are you a company admin that would like to remove a specific user at a different company? You'll want to read the article Removing companies and their employees from projects.

Author: Melanie Jones
Last update: 2019-08-06


Administration Screens (Dashboard)

TBD

Author: ConDoc-Admin
Last update: 2021-04-09


ConDoc Help » The Company Admin

I'm a Company Admin. What am I supposed to do, and where do I go to do it?

Access denied

Author: ConDoc-Admin
Last update: 2019-12-06


How do I Manage/edit Company Employees?

Access denied

Author: ConDoc-Admin
Last update: 2019-12-06


How do I Manage Company Projects?

The Manage Company Projects box allows you to add new projects or view existing projects. You must have a payment method established in ConDoc to add/create a new project. You will only have the capability to edit projects that your company owns and that your company is the Project’s Admin for. If you are not the Project’s Admin for the project, or if the project has been deactivated, you will only have the view option. 

Author: ConDoc-Admin
Last update: 2019-07-31


How do I add an employee to ConDoc?

Access denied

Author: ConDoc-Admin
Last update: 2019-12-06


How can I remove a user from ConDoc? (How can I deactivate an employee in ConDoc?)

Deactivating an Employee

Once an employee is added to ConDoc, they can NOT be removed. Employees may be removed from a project, but they can’t be removed from ConDoc. An employee may only be deactivated, not deleted. This is for historical tracking purposes. Any actions an employee takes on any documents in ConDoc are tracked in that document’s audit trail. Deactivating the employee rather than deleting them allows that audit history to remain intact and maintains the accountability ConDoc is designed to facilitate.

What happens when I deactivate an employee in ConDoc?

When an employee is deactivated, their access is terminated immediately. They will no longer be able to access information in ConDoc for the project they are terminated from. If they are deactivated for a project, their project access is immediately terminated, but they are still able to work on other projects for their company in ConDoc. If the employee is deactivated from their company, all access to ConDoc for that employee is terminated immediately.   

All data created by the employee prior to deactivation is retained in ConDoc. This  includes documents created by the employee, notes or logs of employee actions, and any uploaded images or pdfs. Incomplete documents are also retained.

Employees can be deactivated from a single project via the Project Admin page. Employees can be deactivated from all projects via the Company Admin page.

How can I quickly identify what an employee has been working on?

The easiest way to identify what an employee has been working on is a quick review in the Documents tab.

  • Go to the Documents tab.
  • From the project selector find a project where the employee was deactivated.
  • Open the RFI tab.
  • Type the first or last name of the deactivated employee into the search bar. This will show you any RFI documents where the document was Last modified by the deactivated employee. 
  • Repeat this process for all document types and projects the employee was working on to identify the items that are in their court.

How to remove an employee from the Company 

*In order to remove an employee from your company, you will need to be a Company Admin . (This feature is only available on paid ConDoc subscriptions). If you do not have Company Admin access, or would only like to deactivate the employee in certain project(s), please navigate to the next section How to remove an employee from a project.

Employees are easily removed from ConDoc from the Company Admin page.   When you remove an employee via the Company Admin page, they are removed from all projects.

  1. From the Admin menu, select Company Admin.
  2. From the Company Admin page,  click Manage Employees.
  3. Select the user you would like to deactivate.
  4. Click Deactivate. 
  5. A warning pops up to confirm you would like to deactivate the employee. Select Confirm  to confirm deactivating the employee.

How to remove an employee from a Project 

*In order to remove an employee from a project in ConDoc, you will need to be a Project Admin .

Employees are easily removed from ConDoc from the Project Admin page.   When you remove an employee via the Project Admin page, they are only removed from the project currently selected in the project selector. 

  1. From the Admin menu, select Project Admin.
  2. Navigate to the project you would like to remove the employee from.
  3. From the Project Admin page,  click Manage in the Employees menu.
  4. Click the trashcan icon beside the employee you would like to deactivate.
  5. A warning pops up to confirm you would like to deactivate the employee. Select Confirm  to confirm deactivating the employee.
  6. Repeat steps 1-5 to remove the employee from additional projects.

Are you a company admin that would like to remove a specific user at a different company? You'll want to read the article Removing companies and their employees from projects.

Author: Melanie Jones
Last update: 2019-08-06


ConDoc Help » The Project Admin

How do I edit a Project?

The Project’s Admin is the only person/company who should make changes to the project’s information in ConDoc. There are two locations to access the Edit Project Details dialog box, either via the Project information box on the Project Admin screen or the Manage Company Projects box on the Company Admin screen. In the Project Information box there is an Edit button, and on the project list in the Manage Company Projects box there is a pencil icon (edit button) adjacent to the project’s name. Clicking the edit button in either location will bring up the Edit Project Details dialog box. 

The Edit Project Details dialog box will have the Project’s ID, Name, Description, start and end dates, and address. All fields are mandatory, as denoted by asterisks. Under Key Info, the GC is not editable, but the Architect of Record is. Clicking in the Architect of Record field will bring up a dropdown menu that lists companies you can select to be the Architect of Record. The dropdown list is populated based on the companies’ assigned roles in ConDoc. It will only list Architects, Engineers, and General Contractors.  

Once all the changes have been made, click the Save button to save the changes and close the dialog box. Clicking the Cancel button will abandon the changes and close the dialog box.

Author: ConDoc-Admin
Last update: 2019-07-31


How do I add a company to ConDoc?

Adding Companies

There is a difference between adding companies and employees to ConDoc and adding companies and employees to a project. As a process, companies must be added to ConDoc before those companies can add their employees to ConDoc. Employees and companies must be added to ConDoc before they can be added to a project. This can lead to some confusion because, in practice, these things can happen at the same time. 

Only the GC's Project Admin can invite companies to a project, and those invitations are sent to individual email addresses. So, the person you send the invitation to will be added to ConDoc along with their company, once that person completes the initial login process. Both the company and that employee will also be added to the project.

The individual receiving the invitation will need to register their company on ConDoc by completing the registration form when they follow the "Let's Get Started!" link in the invitation. Once the Company Registration form is completed, the invitation recipient will receive another email, with a password, to log in.

How Does the GC's Project Admin Add a Company?

Click on the Admin tab, then click on Project Admin. This will bring up the Project Admin page. This page will show the Project Information and Document Configuration boxes. By default, the last project you had selected will be displayed. Make sure the project you want to add companies to is listed on the Project Administration page. Use the Project Selector in the header bar if you need to switch projects.

The Companies box will list all companies currently assigned to the project. To add a new company to the project, click the green Invite button. This will bring up the Invite Company dialog box. Enter the email address of a person whose company needs to be added, then click the Next button. If that person’s company is already in ConDoc, the next screen will say “Matching company found for (the email address you entered)”. Make sure the company’s information is correct. If the company’s information is correct, click the Finish button. If the company’s information is NOT correct, there is a checkbox below the company’s information that says, “This company or role is incorrect.” If you check this box, a dropdown list will appear for you to select a role for the new company

When the person receives the invitation email, they will be asked to enter their company’s information when they create their account. If it is a new company to ConDoc, the company will be added to ConDoc when the invitee completes their login process.  

Company roles are different from individual roles. The person you are adding will become a Company Admin for their company, but the company itself needs to be categorized so ConDoc knows where this company fits into the document workflows. Once you’ve made your selection, click the Finish button.

If the company you are adding is not in ConDoc, you will see the following messages:

“We didn't find an existing user and we don't recognize that email domain. Your invite will be sent to (the email address you entered), but they will need to register a company and account. Select a role for (the email address you entered)”

Select a role from the dropdown menu, then click the Finish button. The person will receive an email invitation from ConDoc, with a link to ConDoc, but no password yet. That person will need to register their company first, then they will receive another email from ConDoc with their password. 

If the invitee is the first person to be added to ConDoc from the new company, they will automatically be given Company Admin, Billing, and Company's Project Admin permissions. If the invitee's company is already in ConDoc, the invitee will only have Company's Project Admin permissions.

 

Author: ConDoc-Admin
Last update: 2019-08-12


How can I remove a user from ConDoc? (How can I deactivate an employee in ConDoc?)

Deactivating an Employee

Once an employee is added to ConDoc, they can NOT be removed. Employees may be removed from a project, but they can’t be removed from ConDoc. An employee may only be deactivated, not deleted. This is for historical tracking purposes. Any actions an employee takes on any documents in ConDoc are tracked in that document’s audit trail. Deactivating the employee rather than deleting them allows that audit history to remain intact and maintains the accountability ConDoc is designed to facilitate.

What happens when I deactivate an employee in ConDoc?

When an employee is deactivated, their access is terminated immediately. They will no longer be able to access information in ConDoc for the project they are terminated from. If they are deactivated for a project, their project access is immediately terminated, but they are still able to work on other projects for their company in ConDoc. If the employee is deactivated from their company, all access to ConDoc for that employee is terminated immediately.   

All data created by the employee prior to deactivation is retained in ConDoc. This  includes documents created by the employee, notes or logs of employee actions, and any uploaded images or pdfs. Incomplete documents are also retained.

Employees can be deactivated from a single project via the Project Admin page. Employees can be deactivated from all projects via the Company Admin page.

How can I quickly identify what an employee has been working on?

The easiest way to identify what an employee has been working on is a quick review in the Documents tab.

  • Go to the Documents tab.
  • From the project selector find a project where the employee was deactivated.
  • Open the RFI tab.
  • Type the first or last name of the deactivated employee into the search bar. This will show you any RFI documents where the document was Last modified by the deactivated employee. 
  • Repeat this process for all document types and projects the employee was working on to identify the items that are in their court.

How to remove an employee from the Company 

*In order to remove an employee from your company, you will need to be a Company Admin . (This feature is only available on paid ConDoc subscriptions). If you do not have Company Admin access, or would only like to deactivate the employee in certain project(s), please navigate to the next section How to remove an employee from a project.

Employees are easily removed from ConDoc from the Company Admin page.   When you remove an employee via the Company Admin page, they are removed from all projects.

  1. From the Admin menu, select Company Admin.
  2. From the Company Admin page,  click Manage Employees.
  3. Select the user you would like to deactivate.
  4. Click Deactivate. 
  5. A warning pops up to confirm you would like to deactivate the employee. Select Confirm  to confirm deactivating the employee.

How to remove an employee from a Project 

*In order to remove an employee from a project in ConDoc, you will need to be a Project Admin .

Employees are easily removed from ConDoc from the Project Admin page.   When you remove an employee via the Project Admin page, they are only removed from the project currently selected in the project selector. 

  1. From the Admin menu, select Project Admin.
  2. Navigate to the project you would like to remove the employee from.
  3. From the Project Admin page,  click Manage in the Employees menu.
  4. Click the trashcan icon beside the employee you would like to deactivate.
  5. A warning pops up to confirm you would like to deactivate the employee. Select Confirm  to confirm deactivating the employee.
  6. Repeat steps 1-5 to remove the employee from additional projects.

Are you a company admin that would like to remove a specific user at a different company? You'll want to read the article Removing companies and their employees from projects.

Author: Melanie Jones
Last update: 2019-08-06


How do I add/create a new project?

Creating a New Project

New projects can be added via the Create a New Project button on the My Dashboard screen, or via the New button on the Manage Company Projects box on the Company Admin screen. Either button will launch the Create New Project Wizard. 

The Create New Project Wizard has six screens: Payment Details, Project Phase, Project Information, Site Location, Review, and Completed.  The screens are listed across the top of the dialog box, so you can see your progress as you work through the wizard. The bottom of the dialog box has a Cancel button, which will exit the wizard without saving any data, and a Next button to advance to the next screen. After you pass the Project Phase screen, each screen will also have a Back button for you to view the previous screen. You will not lose data you have entered if you use the Back button.

When the Create New Project Wizard launches, it will verify the billing information for your company. If your company does NOT have a payment method established in ConDoc, the wizard will launch from the Payment Details screen. You will either need to enter a credit card or call ConDoc Support to establish another payment method (cash, check, etc.) before you will be able to proceed. If your company already has a payment method established in ConDoc the wizard will launch from the Project Phase screen.

The Project Phase screen has two radio buttons, allowing you to choose either Pre-Construction or Construction. Pre-Construction is the Design/Out to Bid phase of the project. If you accidentally select the wrong phase, you will see it on the review screen. You can use the Back button to navigate back to the Project Phase screen and change the project phase before finishing.

The Project Information screen is next. All fields on the Project Information screen are mandatory. This screen allows you to create a Project Id, name the project, select a projected start and end date, and provide a brief description of the project.  

The Site Location screen allows you to provide the address of the project site. The address you enter here should be the location where the construction will take place. The weather information in ConDoc is determined based on the general area (Zip Code) of the construction site. The address can be updated via the Project Admin screen or via the Manage Company Projects box on the Company Admin screen.

The Review screen shows you all the data that you entered for the project. If something isn’t correct, use the Back buttons to navigate back to the appropriate page and make corrections. Once you are satisfied that all the information is correct, click the Finish button. Once ConDoc creates the project, you will see a message that your project was created successfully. Click the Finish and Close button to exit the wizard.

 

Author: ConDoc-Admin
Last update: 2019-08-09


What is on the Project Admin page?

The Project Admin Page

If you hover the cursor over the Admin tab and click on Project Admin, it will bring up the Project Administration Page. This page has two sections, Project Administration and Document & Daily Logging Configuration. The Project Administration section will have boxes for the Project Details, Employees, Companies, and Management. If the current project is not the one you need to view, use the Project Selector dropdown to select the correct project. The Document & Daily Logging Configuration section will have boxes for each document type: RFI, Submittal, Construction Documents, Change Request, Change Order, Other, and Daily Logging.

If you are the GC’s Project Administrator, you will have more options than a Project Admin for another company, so the screens will look a little different.

There will be a Project Box containing information specific to the project. An Employees box which will allow you to add/remove employees from your company to the project and manage those employees' permissions. A Management box which will allow you to create and edit Approval Workflows, and Request Project Export. If you are the GC’s Project Admin, you will also have a Companies box to Invite or Manage Companies associated with the project.

The Project Box will have basic information about the project: status, start and end dates, project phase, your role (your Company’s role) for the project, etc. If you are the GC’s Project Admin, you will have option buttons to Edit the project data, Manage Role Names (for companies assigned to the project), View History, and Deactivate. If you are a Company’s Project Admin, you will only be able to view the Project Box.

Clicking the Edit button will bring up the Edit Project Details dialog box. See Editing a Project for specific instructions for editing the project details. The Manage Role Names button allows the GC’s Project Admin to customize the names of the ConDoc company roles. This is a simple dialog box listing the assigned role names, each with a corresponding blank for you to enter a new name for the role. Then you can save or cancel your changes. The View History button will bring up a list of project-level actions throughout the life of the project. This would include project phase changes, project detail changes, changes to the AOR, or any other significant event related to the project. The History list is searchable, and sortable by date or by who took the action. The last option is Deactivate. Once deactivated, no one will be able to take any action on the project or any project documents. Deactivating the project will not delete it. All information, documents related to the project, and all project history will remain in ConDoc. The project details will be visible via the view inactive checkbox in the Manage Company Projects box on the Company Admin page, but no other information will be visible. Clicking the Deactivate button will bring up a dialog box to Confirm Your Action or Cancel. You will need to contact ConDoc Support to reactivate the project.  

The Employees box allows you to add employees from your company to the project (see Adding Employees), and manage your company’s employees, (see Managing Company Employees). The Companies box (only visible to the GC’s Project Admin) allows you to invite other companies to the project and manage companies already assigned (see Adding Companies). Clicking the Manage button in the Companies box brings up the Manage Companies and Invites dialog box. This box has two sections, Companies in Project, and Pending Invites. The Companies in Project section will list all companies assigned to the project. Each company will have an edit button and a delete button. The edit button will allow you to change that company’s assigned role or remove that company’s employees from the project. In this dialog box, you can remove all but one of the other company’s employees from the project. If you want to remove the company from the project, you can use the Delete button next to the company’s name in the Companies in Project section of the Manage Companies and Invites dialog box. The Pending Invites section has an Invite Another button and shows anyone who was invited to the project but hasn’t logged in to ConDoc yet. The Invite Another button will bring up the Invite Company dialog box, which is explained in the Adding Companies section. The Invite list will have the email addresses where the invitations were sent, rather than the people’s or company’s names. Next to each email address will be a Resend Invitation button and a Delete Invitation button.  

The Management box will have two buttons, Approval Workflow and Request Project Export. For instructions on Approval Workflows, see Approval Workflow Creation & Configuration. Request Project Export will create a Project Export request for ConDoc Support. This will deactivate the project, and all documents and files associated with the project will be downloaded to a CD or Flash Drive to be mailed to you.   

The bottom half of the Project Administration page has the Document Configuration boxes which allow you to configure each of the documents individually. Your administrative permissions will determine which options are available to you. Please see Document Security Settings, to learn how to edit each document’s security settings. The Document Configuration settings for each document are listed individually, beginning with Document Configuration: RFI. Daily Logging is explained in the Configuring the Daily Log for a Project section. 

 

Author: ConDoc-Admin
Last update: 2019-08-12


ConDoc Help » Project Phases

What are the Project Phases, and what do they mean?

Project Phases

When projects are created in ConDoc, they typically go through several phases: Pre-Construction, Construction, Warranty, and Deactivation. Users do not have the capability to change project phases. To change the phase of a project, call the helpdesk or submit a help ticket.

Pre-construction: In this phase, the project is still being designed. Contractors and sub-contractors are consulted, bids are taken, architects and engineers are hired, building permits are secured, etc. In this phase, everything required to complete the project is identified and addressed. 

Construction: In this phase, the Project's Admin is identified and construction begins. Companies that were consulted but not hired are removed from the project. 

Warranty: In this phase, construction is complete. Systems are equipment are monitored and errors in construction are identified (punch list items) and corrected. In this phase, no new documents can be created in ConDoc.

Deactivation: In ConDoc, when a project is deactivated, all ConDoc project documents are exported on a USB flashdrive and given to the owner or Project's Admin.

 

Author: ConDoc-Admin
Last update: 2021-04-12


ConDoc Help » Document Configuration

How do I configure an RFI?

You must be the GC's Project Admin to configure any document.

RFI configuration

To access the RFI settings, click on the Admin Tab, then click Project Admin. This will bring up the Project Administration page. On the Project Administration page, below the Project Information boxes, are the Document Configuration boxes. There is a separate box for each document type. If you are the Project Admin, these boxes will have a Security and a Configuration button. If you are a Company Admin, only the Security button will be available to you. Each Document Configuration box will have a brief description of the document’s current configuration.

On the Document Configuration box for RFIs, click on the Configure button. 

Ensure that RFIs are enabled for the project. The RFIs enabled for project checkbox should be checked. 

RFI Due In: The default due date for RFIs is three calendar days, which includes weekends and holidays. If you would like to allow more or less time, you can either highlight and overwrite the three in the box, or you can use the up/down arrows to add or remove days. Remember, this is a default setting for all RFIs, so select a reasonable time frame. When a new RFI is created for this project, the creator will have the option to adjust the due time based on the priority of the question.

Next are four checkbox options. Hide RFI progress from Originator, and Proposed solution is required, are self-explanatory. Automatically add owner’s group, will include the owner’s group as viewers of the RFI. If this box is checked, it will also enable the Automatically notify owners upon submission checkbox. Checking this box will send notifications to the owner, and companies in the owner’s group, whenever an RFI is submitted to the AOR.

RFI Default Submission: This dropdown will list every company (except subcontractors) that has access to this project. The AOR is selected by default, but this option can be set to any company on the list. Below the Default Submission box is a checkbox to Allow user to override default. When checked, this will allow a new RFI’s creator to decide who the RFI will be assigned to once the GC submits it.

The last item to configure is the Type Values. This list of type values will populate the RFI Type dropdown when a new RFI is created. This list will already contain several categories of information. There is a Add New button to allow the Project Admin to add new types. Click on the Add New button, type in the new category and click save. The new Type Value will appear on the list. Each item on the list also has a trashcan icon, so you can delete Types if they are not relevant to the project.

On the bottom right-hand side of the Configuration box are two buttons: Save and Cancel. Clicking Save will save the changes you made to the RFI configuration and will set that configuration as the default RFI for this project. Clicking Cancel will close the Configuration Dialog box, and the configuration will revert to its previously saved settings.

 

Author: ConDoc-Admin
Last update: 2019-08-12


How do I configure a Submittal?

You must be the Project's Admin to be able to configure any document.

Submittal Configuration

To access the Submittal settings, click on the Admin Tab, then click Project Admin. This will bring up the Project Administration page. On the Project Administration page, below the Project Information boxes, are the Document Configuration boxes. There is a separate box for each document type. If you are the Project Admin, these boxes will have a Security and a Configuration button. If you are a Company Admin, only the Security button will be available to you. Each Document Configuration box will have a brief description of the document’s current configuration.

On the Document Configuration box for Submittals, click on the Configure button. 

Ensure that Submittals are enabled for the project. The Submittals enabled for project checkbox should be checked. 

Below the Submittals enabled checkbox are the Submittal Due In and the Submittal Revision Due In dropdown boxes. The default setting for Submittals and Revisions is 14 calendar days. Weekends and holidays will count as part of the fourteen-day timeframe. If you would like to allow more or less time, you can either highlight and overwrite the 14 in the box, or you can use the up/down arrows to add or remove days. Remember, this is a default setting for all Submittals, so select a reasonable time frame. When a new Submittal is created for this project, the creator will have the option to adjust the “Due In” time based on the priority of the question. If the Submittal requires revision, the revision due date may be adjusted before it is reassigned to the responsible party. 

Allow others to create submittals: When this box is checked, it will allow anyone involved in the project to create a submittal. If unchecked, only the GC will be able to create a Submittal.  

Automatically add owner’s group: When checked, all companies assigned to the owner’s group will be added as viewers to the submittal when it is submitted to the GC. This box must be checked to enable the next checkbox. 

Automatically notify owners upon submission: When checked, companies assigned to the owner's group will be notified whenever a Submittal is submitted to the AOR from the GC. 

Automatically Add Architect & Engineers Group: When checked, all companies under the Architect & Engineers group will be added as viewers to the submittal when it is submitted by the GC.

Automatically notify Architect & Engineers upon submission to the AOR by the GC: When checked, companies assigned to the Architect & Engineers group will be notified whenever a Submittal is submitted to the AOR from the GC.

Revise and Resubmit Behavior: This dropdown will determine who a submittal is assigned to when the AOR selects Revise and Resubmit. A Revise and Resubmit Submittal can be configured to always be assigned to the GC for review or sent directly to the responsible sub-contractor (the GC will always be notified).

Submittal Default Submission: This dropdown will list every company (except subcontractors) with access to this project. Select the company that will review the Submittal when submitted by the GC for review. This will set the default for all Submittals for this project. This dropdown is followed by an Allow User to override default checkbox. Checking this box will allow the person who is assigned the submittal to choose which company will get the Submittal. The GC will always be notified.

Approval processing: This dropdown configures Submittal approval processing workflow. The following options are available:

  • Approval by AOR only: Only the AOR is allowed to approve the Submittal
  • Approval by Owner only: Only the Owner is allowed to approve the Submittal
  • Approval by AOR -OR- Owner: Either the AOR or Owner can approve the Submittal
  • Approval by AOR -AND- Owner: Both the AOR and Owner must approve the Submittal

Type Values: The list of type values will populate the Submittal Type dropdown when a new Submittal is created. This list will already contain several categories. There is a Add New button to allow the Project Admin to add new Type Values as required. Click on the Add New button, type in the new category and click Save. The new Type Value will appear on the list. Each item on the list will have a trashcan icon, so you can delete individual Types if they are not relevant to the project.

Once you have made all the changes you want to make to the RFI configuration, click the Save button at the bottom of the Submittal Document Configuration dialog box. If you want to exit without saving the new settings, click the Cancel button. The changes you just made will be removed, and the Submittal configuration will return to its previously saved settings.

 

Author: ConDoc-Admin
Last update: 2019-07-31


How do I configure Construction Documents?

You must be the Project's Admin to be able to configure any document.

Construction Documents Configuration

To access the Construction Document settings, click on the Admin Tab, then click Project Admin. This will bring up the Project Administration page. On the Project Administration page, below the Project Information boxes, are the Document Configuration boxes. There is a separate box for each document type. If you are the Project Admin, these boxes will have a Security and a Configuration button. If you are a Company Admin, only the Security button will be available to you. Each Document Configuration box will have a brief description of the document’s current configuration.

On the Document Configuration box for Construction Documents, click on the Configure button.

Construction Set Sorting Logic: This configuration option determines how ConDoc will determine if the Current Set flag is set to YES for any given plan sheet. The options are:

  • Automatic using Sheet Number: When Selected, the current set is determined based on matching the sheet number of each uploaded plan. Only one version of a given sheet number can be in the current set.
  • Automatic using Document Title: When selected, the current set is determined based matching the title of each uploaded plan. This allows a given sheet number to be in the current set more than once (based on the title). This is useful if the project has more than one current set.
  • Manual: The current set flag is never set by ConDoc. You must set each document manually.

Custom E-Mail Message: This text box allows you to type in a text message that will be attached to the bottom of the email when a construction document is either created or updated.

Construction Document Carbon Copy: When enabled, this allows individual construction documents to be Carbon Copied to users who are not members of the specific project. This allows managers and other key personnel to be notified of changes to construction documents without having to include them on all communications around the project. Users flagged to receive CC notifications will:

  • Receive an email when a CC document is updated
  • See the status of all CC documents on their dashboard
  • Be granted access to view the document even if they are not a member of the project

 Once you are satisfied with the Construction Document configuration, click the Save button at the bottom of the configuration screen.

 

Author: ConDoc-Admin
Last update: 2019-08-01


How do I configure Change Requests?

You must be the Project's Admin to be able to configure any document.

Change Request Configuration 

To access the Change Request settings, click on the Admin Tab, then click Project Admin. This will bring up the Project Administration page. On the Project Administration page, below the Project Information boxes, are the Document Configuration boxes. There is a separate box for each document type. If you are the Project Admin, these boxes will have a Security and a Configuration button. If you are a Company Admin, only the Security button will be available to you. Each Document Configuration box will have a brief description of the document’s current configuration.

On the Document Configuration box for Change Request, click on the Configure button.

Ensure that Change Requests are enabled for the project. The Change Requests enabled for project checkbox should be checked.

Change Request Default Submission: This dropdown lists the companies (except subcontractors) that have access to this project. The Project Admin can set one company to receive all Change Request submissions. If the Allow user to override default checkbox is checked, the creator of the Change Request will be able to select which company gets the Change Request upon submission.

Approval Processing: This dropdown sets the approvals required for the Change Requests. The following options are available:

  • Approval by AOR only
  • Approval by Owner only
  • Approval by AOR -OR- Owner
  • Approval by both AOR -AND- Owner

Once you are satisfied with the Change Request configuration, click the Save button at the bottom of the configuration screen. 

 

Author: ConDoc-Admin
Last update: 2019-08-01


How do I configure a Change Order?

You must be the Project's Admin to be able to configure any document.

Change Order Configuration

To access the Change Order settings, click on the Admin Tab, then click Project Admin. This will bring up the Project Administration page. On the Project Administration page, below the Project Information boxes, are the Document Configuration boxes. There is a separate box for each document type. If you are the Project Admin, these boxes will have a Security and a Configuration button. If you are a Company Admin, only the Security button will be available to you. Each Document Configuration box will have a brief description of the document’s current configuration.

On the Document Configuration box for Change Order, click on the Configure button.

Ensure that Change Orders are enabled for the project. The Change Orders enabled for project checkbox should be checked.

Change Order Default Submission: Select the company that will review the Change Order submitted by the GC. This dropdown will list all companies (except subcontractors) assigned to this project. If the Allow user to override default checkbox is checked, the originator of the Change Order will be able to select who the Change Order is submitted to.

Approval Processing: This dropdown sets the approvals required for the Change Orders. The following options are available:

  • Approval by AOR only
  • Approval by Owner only
  • Approval by AOR -OR- Owner
  • Approval by both AOR -AND- Owner

Once you are satisfied with the Change Order configuration, click the Save button at the bottom of the configuration screen. 

 

Author: ConDoc-Admin
Last update: 2019-08-01


How do I configure an Other document?

You must be the Project's Admin to be able to configure any document.

Other Document Configuration

"Other" documents include things like weekly reports, schedules, safety reports, permits, meeting minutes, or any "other" document you want to make available to other companies involved with the project.  

To access the settings for “Other” documents, click on the Admin Tab, then click Project Admin. This will bring up the Project Administration page. On the Project Administration page, below the Project Information boxes, are the Document Configuration boxes. There is a separate box for each document type. If you are the Project Admin, these boxes will have a Security and a Configuration button. If you are a Company Admin, only the Security button will be available to you. Each Document Configuration box will have a brief description of the document’s current configuration.

On the Document Configuration box for Other, click on the Configure button.

Ensure that Other Documents are enabled for the project. The Other Documents enabled for project checkbox should be checked.

Enable Other Document CC: This checkbox allows individual documents to be Courtesy Copied to users who are not members of the specific project. This allows managers and other key personnel to be notified of changes to construction documents without having to include them on all communications about the project.

Enable Attachments: This checkbox allows users to add attachments/supporting documents to existing Other Documents.

Type Values: This list will already contain several categories of information/documentation. There is an Add New button to allow the Project’s Admin to add new types as required. Click on the Add New button, type in the new category and click Save. The new Type will appear on the list. Each item on the list will have a Trashcan icon, so you can delete individual Types if they are not relevant to the project.

Once you are satisfied with the Other Document configuration, click the Save button at the bottom of the configuration screen.

 

Author: ConDoc-Admin
Last update: 2019-08-01


How do I configure Daily Logging?

Access denied

Author: ConDoc-Admin
Last update: 2019-08-08


ConDoc Help » Document Security Settings

What are Document Security Settings?

Document Security Settings

There are nine document types in ConDoc: Request For Information (RFI), Submittal, Construction Documents, Construction Sets, Plans, Change Requests, Change Orders, Other, and Approvals. (Daily Logging will be addressed separately.) Security settings for Construction Documents are set in ConDoc, so they cannot be changed for that document type. Visibility for Approvals is set during the creation of each Approval Workflow. Construction Sets and Plans are created by copying sheets and pages from Construction Documents, so they do not have their own security settings.

The process for editing the Security Settings for the remaining documents is the same, no matter which document type you are working with. The Security settings determine which companies and which employees can see the document. Both the GC’s Project Admin and the other companies’ Project Admins establish the Security settings, but each has specific responsibilities based on their respective roles. To better understand Administrator roles, refer to the Understanding Your Role section.

To change the document security settings, navigate to the Project Admin page, locate the Document Configuration box for the document you need to edit, then click its Security button. This will bring up the Security Settings dialog box for that document. The GC’s Project Admin will have two levels of security to configure: Project Company Access and Project Employee Access. Company Project Admins can only configure Project Employee Access for employees within their own companies.

Above each heading, will be checkboxes to grant access to all companies/employees added to this project. These boxes will be checked by default. While these boxes are checked, everyone with access to the project also has access to the documents. This setting allows ConDoc to automatically update access permissions. If a company or employee is added to the project, they will automatically have access to the documents. If the “Grant access to all…” checkbox is unchecked, the Admins will have to manually grant access to the new company or employee when they are added to the project.

Beneath the Project Company Access heading will be a list of all companies with access to the project. This list is searchable and sortable. If the project is very large and has lots of companies assigned to it, you can use the search function to find a specific company quickly. There is also a sort order button at the top of the list. You can sort the list in ascending or descending order.

If you uncheck the “Grant access to all…” checkbox, a Grant Company Access button will appear, and a red trashcan icon will appear next to each company on the list. Because all companies were selected by default, every company that could have access already does. You can remove an individual company’s access by clicking on the trashcan icon. If you accidentally remove the wrong company, it is easy to grant them access again.

To add a company, click the Grant Company Access button. A dialog box will appear listing all the companies that have access to the project, but do not have access to the document. This dialog box will have a Select All button and an Add Selected button. Clicking the Select All button will select and highlight all the companies on this list. If you want to select companies individually, click the company’s name. Selected companies will be highlighted. Once you have selected all the companies you want to have access to the document, click on the Add Selected button to add them.

The Project Employee Access menu works the same way but will only list employees that work for the same company as the Admin (Project or Company) that is modifying the settings. The Project Admin will be the same as the Company Admin with regards to employees. The checkbox granting access to all employees will be checked by default. If you uncheck the checkbox, the Grant Employee Access button will appear, and a red trashcan icon will appear next to each employee’s name. Again, by default, every employee that could have access to the document will already be on this list. You can deny individual employees’ access to the RFIs by clicking the trashcan icon next to their names. 

To add an employee, click the Grant Employee Access button. A dialog box will appear listing all the employees that have access to the project, but do not have access to the document. This dialog box will have a Select All button and an Add Selected button. Clicking the Select All button will select and highlight all the employees on this list. If you want to select employees individually, click the employee’s name. Selected employees will be highlighted. Once you have selected all the employees you want to have access to the document, click on the Add Selected button to add them.

 

Author: ConDoc-Admin
Last update: 2020-01-21


ConDoc Help » RFIs

Request for Information (RFI) - An Overview

The RFI workflow

   

Who gets notified for RFIs?

When an RFI is submitted or assigned

When an RFI is submitted to or assigned to your company:

  1.  You will receive an email notification containing the details of the RFI.
  2. The RFI count on your company dashboard will increase.

When an RFI is completed

When an RFI is completed anyone who has been submitted or assigned to the RFI or has been granted explicit access to the RFI will receive an email notification of the completion.  

Who Can See RFIs?

In process RFIs

Only companies who have been submitted or assigned to the RFI or any company that has been granted explicit access to the RFI can see the RFI while it is in process.

Completed RFIs - Public

For RFIs that have been flagged as public, any company that is a member of the project can view or download the RFI.

Completed RFIs – Private

For RFIs that have been flagged as private, only companies who have been submitted or assigned to the RFI or any company that has been granted explicit access to the RFI can see the RFI.  

RFI statuses

New

The RFI has been created but has not yet been submitted to the design team and/or owner.

Submitted

The RFI has been submitted to the design team and/or owner for review and comment.

Internal

The RFI was completed by the General Contractor prior to submission to the design team and/or owner.

Completed

The RFI has been reviewed and completed.

Rejected

The RFI has been reviewed and rejected.  

RFI Administrative Options

These options can be configured by project admins for the General Contractor (Build Phase) or Architect of Record (OTB Phase).  Navigate: Admin -> Project Admin -> Document Management Configuration -> RFI Tab

RFI Due In Days (Default)

Sets the default number of days for the RFI due date.

Hide RFI Progress from the originator

When enabled, the originator of the RFI cannot see notes or other details entered into the RFI until it is completed.  If disabled, the RFI originator can follow the entire progress of the RFI.

Proposed Solution is required

When active, the RFI’s proposed solution field must be completed before an RFI can be submitted.  Otherwise, the proposed solution is options.

RFI Submission

By default, the General Contractor can only submit to the Architect of Record (AOR). This option allows RFIs to be submitted directly to anyone on the project team (Owners, engineers, etc).  Using this option, you can modify the overall workflow of the RFI.

Automatically add owners group

When enabled, the owners group will be automatically granted access to all RFIs upon submission.  This will allow owners to see all RFIs and to receive notifications about all RFIs. 

RFI Type Values

Defines the type of RFIs that can be created as well as the default type. RFI types are used for reporting and filtering.

Author: ConDoc-Admin
Last update: 2020-02-04


How Can I make an RFI Visible to all Project Companies?

Only the GC can configure RFI visibility.

Document Visibility

This field will only be visible to the GC. This field uses a list of checkboxes to select which companies have access to view this RFI. If the box is checked, then the company has permission to view the RFI. If the box is not checked, the company does not have permission to view the RFI. You may need to scroll down to see the whole list of names. Selected companies will be able to view the RFI wherever it may be in the workflow. Keep in mind, companies will only receive email notifications if:

  • The RFI is In Your Court (their company’s)
  • The RFI has been Approved, or
  • The RFI has been Rejected

RFI Visiblility Upon Completion

This field will only be visible to the GC. Use the dropdown to select Public – All Project Companies, or Private – Assigned Companies Only.

Setting the value to Public - All Project Companies makes the RFI visible to all companies assigned to the project. 

Setting the value to Private - Assigned Companies Only  makes the RFI visible to only those companies selected in the Document Visibility field. 

 

Author: ConDoc-Admin
Last update: 2019-08-12


How can I customize which companies can view an RFI?

Only the GC can configure RFI visibility.

Document Visibility

This field will only be visible to the GC. This field uses a list of checkboxes to select which companies have access to view this RFI. If the box is checked, then the company has permission to view the RFI. If the box is not checked, the company does not have permission to view the RFI. You may need to scroll down to see the whole list of names. Selected companies will be able to view the RFI wherever it may be in the workflow. Keep in mind, companies will only receive email notifications if:

  • The RFI is In Your Court (their company’s)
  • The RFI has been Approved, or
  • The RFI has been Rejected

RFI Visiblility Upon Completion

This field will only be visible to the GC. Use the dropdown to select Public – All Project Companies, or Private – Assigned Companies Only.

Setting the value to Public - All Project Companies makes the RFI visible to all companies assigned to the project. 

Setting the value to Private - Assigned Companies Only  makes the RFI visible to only those companies selected in the Document Visibility field. 

 

Author: ConDoc-Admin
Last update: 2019-08-12


How can I change an RFI Number?

 In order to have the RFI's "Change #" button visible, the following requirements must be met:

  1. You must be the General Contractor on the project.
  2. The document must be assigned to the General Contractor.
  3. The document must be in the submitted status.

Once these requirements are met, you will see the "Change #" button next to the RFI# field on the document properties as shown:

 

If this button is not showing up for you, it is because the document is not assigned to your company. 

Clicking the button will launch a pop-up with a field to enter a new RFI number. This pop-up will also include an information line at the bottom stating the next RFI number in the sequence. 

Only numeric characters may be used for RFI numbering, and RFI’s will always have four digits. The number may be changed to any number that is not currently used. If you renumber an RFI to a higher number than currently in use, subsequent RFIs will start with the next higher number in the sequence: e.g. If you are on number 0007, and you renumber an RFI to #0100, the next RFI created will become # 0101. 

 

Author: ConDoc-Admin
Last update: 2019-08-12


Why can't I add markup(stamps, signatures, or markings) on this document?

There are three common reasons that the Markup/Stamp tools do not appear on a document:

  • The document is not a PDF.
    • The Markup/Stamp tools are only available for PDF documents.
  • The document is not assigned to your company.
    • To see if the document is assigned to your company:
      • From the Documents tab: Select the document type you want to edit. In the document list, find the document you want to edit, then  view the "Assigned To" column to see if the document you want to edit is assigned to your company. If the document is not assigned to your company, you will not be able to use the markup tools.
      • From the Document View, Attributes tab: The Assignment field is in the upper right-hand corner of the Attributes tab screen. This field will tell you if the document is assigned to your company or if it is locked for editing. 
  • The document has already been approved or rejected.
    • Most documents are locked for editing after they are approved or rejected.
    • If the Reopen button is available, you can reopen the document to make your changes. (Once reopened, the document will have to go back through the approval process.)

If you still need to add/remove markup from a document, work with your Project Administrator to make the necessary changes.

 

Author: ConDoc-Admin
Last update: 2019-08-12


How do I create an RFI (Request for Information)?

RFI Creation

To create a new RFI, start by clicking on the Documents tab, then click on the RFI tab. This will take you to the RFI library. If the RFI tab is not visible, RFIs are not enabled for the project. Contact the Project Admin to have this document enabled.

The RFI library will contain a list of all RFIs related to the selected project. Click on the green Add New button. This will bring up the New RFI form. The options available on this screen are dependent upon the phase the project is in and the Document Configuration settings established by the Project's Admin. Asterisks denote a required field. Instructions for each field are included below.

Type * (construction phase only): Signifies the type or category of the RFI. It has a dropdown menu for you to select the type of information you are requesting. The categories in this field simply help identify the request to the appropriate people. These are the default options: Civil, Architectural, Structural, Mechanical, Other, Plumbing, Building Management System (BMS), Fire, Electrical, Closed Circuit Television (CCTV), and Refrigeration. This list may be modified by the Project Admin to add or remove categories as required.

Subject *: Enter a brief description of what information you need.

Information Requested *: Provide a detailed description of the problem/reason for the RFI. Be as specific as possible. For example: you may need the specifications for a specific part, or the dimensions of something may need to be clarified.

Proposed Solution (construction phase only): (This may be a mandatory field if the Project Admin has enabled this feature) If you have a possible solution, workaround procedure, etc., include that information here. Again, be as specific as possible. You do not have to enter a proposed solution, but if you can, it will help everyone involved and may speed up the process.

Submit To *: The Submit To field will either have another dropdown menu or will be preset. Select the appropriate company, either by who owns the information you need, or by who is responsible for this aspect of the project.

Due By *: The Due By field will be preset by the Project Admin. Usually it is set to three calendar days from the current date. You can adjust the date by clicking the calendar icon and clicking on the day you would like to set as the due date for the request. It can be set earlier or later than the three-day preset.

Project Impacts (construction phase only): Select project impacts if applicable. This will help draw additional attention to the RFI.

RFI Visibility Upon Completion (construction phase): This field will only be visible to the General Contractor (GC), and only if the project is in the construction phase. Use the dropdown to select Public – All Project Companies, or Private – Assigned Companies Only.

Who Can See This Document?: This field will only be visible to the GC. This field uses a list of checkboxes to select which companies have access to view this RFI. If the box is checked, then the company has permission to view the RFI. If the box is not checked, the company does not have permission to view the RFI. You may need to scroll down to see the whole list of names. Selected companies will be able to view the RFI wherever it may be in the workflow. Keep in mind, companies will only receive email notifications if:

  • The RFI is In Your Court
  • The RFI has been Approved, OR
  • The RFI has been Rejected

Supporting RFI Attachments: If you are referencing documents or pictures or anything else to help identify the specific information you need, attach them here. You can use the Select Files menu, or you can simply drag and drop the file from your computer. An example may be a photo, a copy of the plans with the area circled, or anything else that will accurately identify the area of interest.

Referenced Plans: This area is specifically for plans referenced in the RFI. Use the dropdown to select the Plan Sheet you are referencing.

Activity: On the right-hand side of the New RFI form is an Activity window. This feature will show the date and time any action was taken on this document. Each Activity entry will show the name, date, and time the actions were taken. When documents are created or modified, the Activity list entry will include a download link for that version of the document. 

At the bottom of the New RFI Form are three option buttons: Submit, Save Your Work, and Close.        

  • Submit: Once you have completed the form, use this button to submit the RFI. 
  • Save Your Work: Use this button to save your progress as you create the RFI. You may need to find a document, take a photo, or get information from another person. Other people in your company will be able to see and edit the new RFI, even though it has not been submitted. Saving your work will give you the option to add comments to the RFI as you edit it before submission. Another feature of the Save Your Work button is that it will immediately update the document for everyone who can see it. If you grant someone access to the document by checking the boxes in the “Who can see this” section, those companies will be able to view the document as soon as you save it. 
  • Close: If you click on the Close button, the RFI form will close and nothing will be saved.

Complete (Internal): This button is only available to the GC's Project Admin. It allows the GC to create the RFI and close it at the same time. By doing this, the GC ensures that both the question and the resolution are documented, and that the information is disseminated to the appropriate people.

 

Author: ConDoc-Admin
Last update: 2021-04-09


ConDoc Help » Submittals

Submittal - An Overview

The submittal workflow

   Submittal Workflow

Submittals are usually related to specifications or requirements. A submittal is information submitted by the GC to the AOR for approval of equipment, materials, paint colors, etc., that are to be used on the project. This ensures that the correct materials, colors, and other specifications/requirements, along with the associated costs, are approved and used.

ConDoc has a default workflow for Submittals, but the document settings allow a lot of versatility in customizing the workflow to meet user needs. A Submittal may be initiated by a subcontractor, but they are usually initiated by the GC, then either assigned to a subcontractor or submitted to the AOR. If initiated by or assigned to the subcontractor, the subcontractor will provide the sample, data, or specification required by uploading the supporting documentation and submitting it to the GC. The GC will review the Submittal and submit it to the AOR.

The AOR will review the Submittal and either approve it, reject it, or request a revision. If the Submittal is rejected, everyone with access to the Submittal will receive an email notification, and it will be locked from editing. The GC and/or the originator will have the option to reopen the Submittal. If reopened, the Submittal will re-enter the workflow as if it were an initial submission. If the Submittal is approved, everyone with access to the submittal will receive an email notification of the completion if the submittal is public. If the submittal is private, only companies who were assigned to the submittal, or specifically granted access, will be able to view it.

If a revision is needed, the AOR will mark the Submittal as Revise and Resubmit. This will route the Submittal back to the GC (or directly to the initiator depending on document configuration settings), who will reassign it to the initiator for additional details or corrections. When the initiator opens the Submittal, it will have the original Attributes filled in, but there will be no attachments or supporting documentation. When a Submittal is marked “Revise and Resubmit”, a new PDF is created. If the supporting documents from the previous version are needed, they must be reattached.

Prior to resubmission, there will be a View Previous Revision button at the top of the page, if the initiator needs to review the previous document. This button will be available to everyone who has visibility of the document. Once the Submittal is re-submitted, the only way to view the previous version will be to use the download link on the Versions tab.

The information needed in the revision should be identified in the notes. This is important because the original supporting documents are removed from the PDF. If those documents are needed for the resubmittal, you must reattach them. Notes will always remain with the Submission. Likewise, when adding information during a revision, include that information as a note, so it stays with the Submittal.

Who gets notified for submittals?

When a submittal is submitted or assigned

When a submittal is submitted to or assigned to your company:

  1. You will receive an email notification containing the details of the submittal.
  2. The submittal count on your company dashboard will increase.

When a submittal is completed

When a Submittal is completed, anyone who submitted the Submittal, who has been assigned to the Submittal, or who has been granted explicit access to the Submittal will receive an email notification of the completion.  

Who can see the submittal?

In process submittals

Only companies who submitted the Submittal, who have been assigned to the Submittal, or who have been granted explicit access to the Submittal can see the Submittal while it is In process.

Completed submittals - Public

For submittals that have been flagged as public, any company that is a member of the project can view or download the submittal.

Completed submittals – Private

For submittals that have been flagged as private, only companies who submitted the Submittal, who have been assigned to the Submittal, or who have been granted explicit access to the Submittal can see the submittal.  

Submittal Statuses

New

The submittal has been created but has not been assigned to the responsible sub-contractor. Note: The General Contractor can submit new submittals directly to the design team and/or owner.

Assigned

The submittal has been assigned to the responsible sub-contractor and is pending submission.

Pending

The submittal has been uploaded by the responsible sub-contractor and submitted to the General Contractor.  The submittal is pending the General Contractors review and submission to the design team and/or owner.

For Approval

The submittal has been submitted to the design team and/or owner for review.

Revise and Resubmit

The submittal requires revision.

Approved

The submittal has been approved.

Approved as Noted

The submittal has been approved with notes.  

 

Author: ConDoc-Admin
Last update: 2019-08-12


How Can I make a Submittal Visible to all Project Companies?

Access denied

Author: ConDoc-Admin
Last update: 2020-02-04


How Can I customize which companies can view a submittal?

Submittal Visibility Upon Completion

This field will only be visible to the GC. Use the dropdown to select Public – All Project Companies (all companies assigned to the project will be able to see the Submittal), or Private – Assigned Companies Only (only companies identified in the Document Visibility settings will be able to see the Submittal).

Document Visibility

This box only allows the selected parties to view the Submittal, not edit it. Your company will be selected by default. Other companies can be added by clicking the checkbox next to the company you want to be able to see the Submittal. Selected parties will be able to view the Submittal wherever it may be in the workflow, but they will not receive notifications. Email notifications will only be sent to the company/employees when the Submittal is assigned to it/them, or to everyone who has access, when the Submittal is approved or rejected. This box will not change the workflow.

 

Author: ConDoc-Admin
Last update: 2019-08-12


Why can't I add markup(stamps, signatures, or markings) on this document?

There are three common reasons that the Markup/Stamp tools do not appear on a document:

  • The document is not a PDF.
    • The Markup/Stamp tools are only available for PDF documents.
  • The document is not assigned to your company.
    • To see if the document is assigned to your company:
      • From the Documents tab: Select the document type you want to edit. In the document list, find the document you want to edit, then  view the "Assigned To" column to see if the document you want to edit is assigned to your company. If the document is not assigned to your company, you will not be able to use the markup tools.
      • From the Document View, Attributes tab: The Assignment field is in the upper right-hand corner of the Attributes tab screen. This field will tell you if the document is assigned to your company or if it is locked for editing. 
  • The document has already been approved or rejected.
    • Most documents are locked for editing after they are approved or rejected.
    • If the Reopen button is available, you can reopen the document to make your changes. (Once reopened, the document will have to go back through the approval process.)

If you still need to add/remove markup from a document, work with your Project Administrator to make the necessary changes.

Author: ConDoc-Admin
Last update: 2019-08-12


How do I create a Submittal?

Submittal Creation

To create a new Submittal, start by clicking on the Documents tab, then click on Submittals. This will take you to the Submittals library. If the Submittals tab is not visible, Submittals are not enabled for this project. Contact the Project’s Admin to have this document enabled.

The Submittals library will contain a list of all Submittals related to the selected project. To create a new Submittal, click on the green Add New button. This will bring up the New Submittal form. If the Add New button is not visible, the Project Admin is not allowing others to create Submittals. Contact the Project Admin (usually the GC) to have them create the Submittal and assign it to you.

The options available on the New Submittal screen are dependent upon the Document Configuration settings established by the Project's Admin. Instructions for each field are included below.

Title: Type in a descriptive title for the document. This title will be visible in the document list. Let people know what it is. Once the Submittal has been submitted, the title can only be changed by the General Contractor (GC), and only while it is in the GC’s court. If your company has rules regarding the naming of items in ConDoc, please Save Your Work and review the data fields for accuracy prior to clicking Submit.

Type: This is a dropdown list of Submittal types pre-set by the Project’s Admin. Select the Type that best matches the Submittal.

Initiator/Responsible Party: This is a dropdown list of all companies assigned to this project. Select your company from the list.

Submit To: This field may be preset by the Project Admin. If not, you will have a dropdown menu with all companies (except subcontractors) assigned to this project. Select the company that needs to approve the information you are providing.

Due By: This date is set by the Project Admin; the default time is 14 calendar days. If the priority of the Submittal requires that it be addressed quicker, you can change the due date by clicking on the calendar icon or date in the Due By field and selecting another date.

Specs: Type in the specifications or whatever other information is needed. If you need to add files as attachments, you will have the opportunity to do so in the Submittal Documents field.

Submittal Visibility Upon Completion: This field will only be visible to the GC. Use the dropdown to select Public – All Project Companies (all companies assigned to the project will be able to see the Submittal), or Private – Assigned Companies Only (only companies identified in the Document Visibility settings will be able to see the Submittal).

Document Visibility: This box only allows the selected parties to view the Submittal, not edit it. Your company will be selected by default. Other companies can be added by clicking the checkbox next to the company you want to be able to see the Submittal. Selected parties will be able to view the Submittal wherever it may be in the workflow, but they will not receive notifications. Email notifications will only be sent to the company/employees when the Submittal is assigned to it/them, or to everyone who has access when the Submittal is approved or rejected. This box will not change the workflow.

Submittal Documents: This box allows you to include files and/or other supporting documentation by selecting them in the file explorer or by dragging and dropping them into the box. You can add as many files as you need.

Activity: On the right-hand side of the New Submittal form is an Activity window. This feature allows you to view the document’s history while you work on it. For new Submittals that have not been submitted, this window will show each instance that this document was opened. Each entry will show the date and time any actions were taken.  

At the bottom of the New Submittal Form are three option buttons: Submit, Save Your Work, and Close.

  • Submit: Once you have completed the form, use this button to submit the Submittal.
  • Save Your Work: Use this button to save your progress as you create the Submittal. You may need to find a document, take a photo, or get input from another person. Saving your progress will prevent you from having to recreate the Submittal from the beginning. It also allows other people in your company to edit the new Submittal, so any changes you make will be visible to them as soon as you save it. This will allow them to add additional information or edit the document prior to submission. Saving your work will give you the option to add comments to the Submittal as you edit it before submission. This can be helpful if you need input from someone else. Another feature of the Save Your Work button is that it will immediately update the document for everyone who can see it. If you grant someone access to the document by checking the boxes in the “Who can see this” section, those people will be able to view the document as soon as you save it.
  • Close: If you click on the Close button, the Submittal form will close, and no changes will be saved. If you were editing a previously saved (not submitted) New Submittal form, only the edits will be lost. The form will return to its previously saved condition.

The GC's Project Admin will have a fourth option button, Assign to Initiator. This option allows the GC's Project Admin to create the Submittal and assign it to the party responsible for the needed information.

Once submitted, the Submittal will be locked for the creator and unlocked for the person the submittal is assigned to. The submittal must be unlocked to edit the title or other elements.

 

Author: ConDoc-Admin
Last update: 2019-08-12


How do I revise a Submittal?

Revising a Submittal

If a submittal is returned for revision, the document must be recreated as if you were creating the Submittal for the first time. For the sake of continuity, the Attributes will be populated with the data that you entered when you initially created the Submittal (title, type, specs, etc.), but any documents you previously attached will be gone. You must reattach any supporting documentation in the Submittal Documents field. Since the Submittal is being revised, the Submittal Documents must be corrected or revised, then reattached.

When a Submittal is assigned to you for revision, you will only have the view option on the list of documents in the document library. The Download, and View PDF options will not be present. Once you open the Submittal, you will be able to view the old version, but it will be a separate document available for reference only. You can use the View Previous Revision button or find the previous document under the Versions tab. When you submit your revision, the old document will NOT be resubmitted with it. The resubmission will be a new PDF document.

Click on the magnifying glass icon to view the Submittal. The Attributes (title, type, etc.) will be the same as when the Submittal was created, with the addition of the Status block that reflects the current status as Revise and Resubmit. Across the top of the window, you will have the Download Previous Revision, View Previous Revision, and the Add Note buttons. Below those buttons are the Attributes, Versions, Audit, Security, and Notes tabs. The Notes tab will have a number in parenthesis, indicating the number of notes attached to this Submittal. If there are notes attached to the Submittal that you have not reviewed, there will also be a bell icon next to the number to alert you to that fact.

Click on the Notes tab to review the notes. The AOR should list the information/revision needed in the attached notes. Any Submittal returned for revision should have some explanation attached to it, so you know what is needed. If no notes are present, contact the AOR to determine what the revision calls for.

After reviewing the notes, click on the Attributes tab and verify that all the information is correct. The Attributes should be the same as when the Submittal was originally created. If the Submittal is to be assigned to the initiator, you can click the Assign to Initiator button at the bottom of the screen. If you are revising the Submittal yourself, remember that you must upload new supporting documents in the Submittal Documents section. The revision will be a new document; any attachments must be re-uploaded. Once all the information is complete and the Submittal Documents have been attached, Click the Submit button at the bottom of the page.  

 

Author: ConDoc-Admin
Last update: 2019-08-12


Submittals (Dashboard)

Access denied

Author: ConDoc-Admin
Last update: 2021-04-09


ConDoc Help » Change Request/Change Order

What is a Change Request (Change Order)?

Change Requests and Change Orders are very similar, so the process for creating them is the same. A Change Request identifies an area or detail of the construction project that must be changed. These changes usually relate to cost, building requirements, timeline, or some other contractual obligation. Regardless of what is being changed, all parties involved with that aspect of the project must agree to the new terms. If approved, the Change Request may result in a Change Order being issued. Some changes aren’t significant enough to require a Change Order but should still be documented to ensure that all parties agree. A Change Order is an amendment to a construction contract that changes the work required by the contract documents. ConDoc makes it easy to track these changes via the Change Request/Change Order documents.

 

Author: ConDoc-Admin
Last update: 2019-08-13


How do I create a Change Request or Change Order?

Creating a Change Request or Change Order

Within ConDoc, anyone involved in a project can upload a Change Request or Change Order document, provided that the GC’s Project Admin has enabled these features for the project. These two documents will follow the same workflow.

As with all ConDoc documents, Change Requests and Change Orders are configured by the GC’s Project Admin. The default submission and the approval processing are set by the Project Admin, but all change orders will go through the GC for review prior to submission, even if they are created by one of the Approvers. This gives the GC the opportunity to provide their input before the change is made final. Once reviewed, the GC will submit the Change Order to the default Submission company or individual. The Change Order will then enter the workflow for approval.  

When the documents are configured, the GC’s Project Admin will identify the AOR, Owner, or both as the default submission. This establishes the workflow for Change Request or Change Order documents. This workflow may be altered by the creator if the “Allow user to override default” option is enabled in the document configuration.

The process for entering Change Request and Change Order documents is the same, and so is the workflow. Navigate to the Documents tab and select Change Requests/Change Orders. The document library will list all the documents in the selected category. Click the Add New button to create a new document.

For most users, there are only two attributes visible on the New Change box: the “Submit to” field, and the “Select Files” box. The Submit to field will default to the GC. If you are the GC, the Submit To field will be the default submission selected in the document Configuration. The GC and the AOR will also have the “Who can see this document” list of checkboxes. If, based on the content of the document, additional companies need to be informed, they can be included as viewers of the document. Only the GC will be able to select Sub-contractors to see these documents.

Once the Change Requests / Change Orders are submitted into the workflow, users who are assigned the document may change the document title, download and upload revisions, add companies to the “Who can see this document” list, attach additional files, or Add Notes. If you are designated as an approver, you will have the options to Approve or Reject the Change. Approved Change documents will move to the next approver as required. If there are no one else needs to approve the change, everyone with access to the Change will receive an email notification. If the Change is rejected, everyone with access to the document will receive an email notification. The GC and the AOR will have the option to reopen the Change.

 

Author: ConDoc-Admin
Last update: 2019-08-13


ConDoc Help » Construction Documents and Plans

How do I add construction Documents/Plans?

Uploading Construction Documents & Plans

The Construction Set Wizard allows users to upload one or more documents to create a “set” of construction documents. You can also update an existing set of documents if a single plan sheet is revised. 

To upload Construction Documents, click on the Documents tab, then click Construction Documents to navigate to the Construction Documents Library. Now click on the Launch Construction Set Wizard button. ConDoc supports most file types, but PDF files are the most common for architectural plans and drawings.

First, determine if you are going to add these files to an existing Construction Set or create a new set. There is a radio button for each option. If you click the radio button to use an existing set, it will enable the dropdown menu for you to select the set you want to use. If you click the radio button to upload to a new construction set, you will need to type in a name for the set you are uploading, select the date, and select the purpose of the documents: For Construction, For Bid, For Proposal, or For Information Only.  

CAUTION: When you select the date, use the current date. This date will be attached to each individual plan sheet. When the Construction Set Wizard modifies the Current Set and the Plans, it uses the date attached to each individual sheet to determine which sheet is added to the Current Set.

In the Upload construction documents box, You can use the Select Files menu, or you can simply drag and drop the file from your computer. Once you have selected all the files you want to upload, make sure they appear in the box. Each file should have an Extract plan sheets checkbox and a trashcan icon. Make sure the Extract plan sheets box is checked. This will help the wizard determine which sheets to add to the Plans. If you accidentally selected the wring file, click the trashcan icon adjacent to that file to remove it.

Once all the files are listed in the upload box, click the Finish button. If there are no problems with the files you selected to upload, you will see the “Success” screen, telling you that your files are uploaded, but the wizard isn’t finished working yet. When you click the Finish and Close button, the wizard will start to analyze the documents to identify and extract the plans, then update the Current Set and the Plans throughout ConDoc.

When the window closes, go to your dashboard to monitor the progress of the Construction Set Wizard. When the wizard finishes analyzing the documents, you will have to verify each plan sheet individually. Click the Review and complete button to start the validation process.

WARNING: A sheet number may only be used once. If you have uploaded a plan with the same sheet number as a previously uploaded document, the wizard will not alert you that it is a duplicate number. If a matching sheet number is uploaded, the wizard will overwrite the existing sheet with the new one.

 

Author: ConDoc-Admin
Last update: 2021-04-09


What are Plans?

Plans are uploaded as part of the Construction Documents or Construction Sets. (See Uploading Construction Documents & Plans) Plans are filtered from the other documents and compiled as a set of plans by the Construction Set Wizard. Once the plans have been uploaded, they can be reviewed on the Plans tab.

Author: ConDoc-Admin
Last update: 2019-08-13


How can I interact with Plans?

Interact with plans

The Plans tab allows you to select which set of plans to view via the dropdown in the upper left corner. Each set of plans will be listed by the name used when the set was uploaded, along with the Current Set, which is an aggregate of all the individual plan sets. Plans are identified by sheet number, so ConDoc will not allow duplicate sheet numbers.

When you navigate to the Plans tab, use the set selector to view the set of plans you need. You can download the plans as a Zip file or a PDF. There is an Enable Select Mode button which will allow you to select one or more sheets individually. Your selections can then be downloaded as a Zip or PDF file.

The Display Options button will allow you to Select how the plans are displayed, either by Sheet Number, Title, or both. Then you can sort the list based on either Sheet number or title. The larger the project, the more important these filters can become.

The plans are also searchable. The search bar in the upper right-hand corner of the Plans tab can be used to find a plan sheet by sheet number, title, partial title, partial sheet number, etc.

Clicking on a plan sheet will open that sheet in the plan viewer. The plan viewer allows you to view individual plan sheets, enlarge or shrink the view, or download the individual plan sheet. The Plan viewer has controls to allow you to change plan sets and sheets via dropdown menus. Using the dropdowns will activate the Previous Plan button so you can go back the previous page quickly. There is a slider bar to adjust the zoom and controls to download the plan sheet as a PDF, toggle the minimap on or off, or toggle to a full screen view. The minimap, active by default, is a thumbnail view of the plan sheet with a box indicating the portion of the plan sheet currently visible. At the top right-hand side is an Exit Plan Viewer button to return you to the Plans tab.

 

Author: ConDoc-Admin
Last update: 2019-08-13


ConDoc Help » Daily Logs

How do I add/create a Daily Log?

Access denied

Author: ConDoc-Admin
Last update: 2019-12-02


How do I establish/modify the Daily Logging settings for my company?

Access denied

Author: ConDoc-Admin
Last update: 2019-08-09


How do I configure Daily Logging?

Access denied

Author: ConDoc-Admin
Last update: 2019-08-08


What is a Daily Log?

Access denied

Author: ConDoc-Admin
Last update: 2019-08-08


How do I set the security for Daily Logging?

Access denied

Author: ConDoc-Admin
Last update: 2019-08-09


Why can't I see the Daily Logging tab?

Access denied

Author: ConDoc-Admin
Last update: 2019-08-13


How do I edit a Daily Log?

Access denied

Author: ConDoc-Admin
Last update: 2019-08-13


How to create a Daily Log

1. Log into your ConDoc account. https://app.condoc.com/Account/Default/Login

2.  From the dashboard, navigate to the Daily Log tab.  

 3. Ensure that you have the correct project selected in the Project Selector.   

 4. Select which day you are creating the Daily Log for.

5. On the right-hand side of the screen, click on the Start Daily Log button.

6. This will open a Daily Log Template. You will see the five-day weather panel, based on the location of the project.

7.  In the Observed Weather panel, fill out the Time, Temperature range, Sky, Wind and Precipitation fields. If the weather conditions created a delay at the project site, check the Delay checkbox. You can add Notes and/or attach files or pictures by clicking the Paper Clip icon directly above the Create button. Add any information that might be useful to the Daily Log Reviewer. Once you have completed filling out the information, click the blue + Create button. Think of the create button as a “save your work” for each panel. If you missed any required fields, they will highlight in pink. Correct the information and click the Create button before moving on.  

8. The next panel is the Manpower/Visitors/On Site panel. This is where you will fill out information about how many people were on site, what company they belong to, and how long they were there. You can add Notes and/or attach files/pictures that may be relevant. Click the blue + Create button to add the entry to the Daily Log. You will need to create a separate entry  for each company that visited the job site *Note:  The manpower and company data from the previous day gets carried forward automatically, you can delete those rows if they no longer apply.  

9.  Next is the Equipment panel. This is where you will document the details about the equipment used on site. The only required field is the Source (owned or rented), but the more details you can provide, the more useful your information will be for the Log Reviewer. Click the blue + Create button once complete. *Note:  The equipment and company data from the previous day gets carried forward automatically, you can delete those rows if they no longer apply.   

10.  The next panel is for the Daily Entries. Select the appropriate code from the drop down below. These codes may be customized by your Company Admin. As with the other sections, you can add notes and attach any files/pictures that may be relevant. Click the blue + Create button once complete.

11.  If your company has created questions for the Daily Logs, they will appear in the Questions panel. These are managed by your Company Admin in the Daily Logging Settings.  

12. The last section provides the option to upload any additional images, documents, or other attachments by. Click the grey + button to add the files or you can drag and drop the files onto the Images/Attachments box.                                                                                                                                                 

13. Once you have entered all your information, scroll to the top of the page and click the green Submit Daily Log button in the upper right-hand corner. This will submit the Daily Log to the selected reviewers. *Note: The log will be automatically submitted after a number of days the company admin chooses.                                                                                                                                               

 13. a) If you feel like you have made a mistake or would like to edit a field, you can press the Unsubmit button at the top rigt side of the screen.

For a visual step-by-step description, check out our video on How To Create a Daily Log: Click Here

Author: ConDoc-Admin
Last update: 2021-04-09


ConDoc Help » Log Review

How do I review a Daily Log?

Access denied

Author: ConDoc-Admin
Last update: 2019-08-13


How do I edit a Daily Log?

Access denied

Author: ConDoc-Admin
Last update: 2019-08-13


ConDoc Help » Approvals

What is an Approval?

Approvals can be anything that requires a workflow, either internal (within your company) or external (outside your company): schedules, progress reports, certification rosters, supply lists, or anything else that requires someone else’s approval. Approvals allow the Company or Project Admin to establish a custom workflow for whatever is needed. Approvals are for documents that do not fall into one of ConDoc’s other document categories.

To create an Approval workflow, you must be a Company or Project Admin. If the approval is internal (only your company needs to approve), then you will need to navigate to the Company Admin page to create the Approval Workflow. If the Approval will be external (other companies need to approve), you will need to navigate to the Project Admin tab to create the Approval Workflow.

Internal vs External Approval Workflow

Internal Approvals are not project specific. These approvals are strictly for company use and may contain information related to several projects. These approvals will not be visible to anyone outside your company. External Approval Workflows can only be configured by Project Admins. These approvals are tied to a specific project, and they require review/approval from other companies. These may be schedules, certification rosters, or anything that requires approval from more than one organization.

 

Author: ConDoc-Admin
Last update: 2019-08-12


How do I create an Approval workflow (internal or external)?

Internal vs External Approval Workflow

Internal Approvals are not project specific. These approvals are strictly for company use and may contain information related to several projects. These approvals will not be visible to anyone outside your company.

External Approval Workflows can only be configured by Project Admins. These approvals are tied to a specific project, and they require review/approval from other companies. These may be schedules, certification rosters, or anything that requires approval from more than one organization. 

The process for creating and managing Approval Workflows is the same for either internal or external workflows. To create an Approval Workflow, you must be a Company or Project Admin. If the approval is internal (only your company needs to approve), then you will need to navigate to the Company Admin page to create the Approval Workflow. If the Approval will be external (other companies need to approve), you will need to navigate to the Project Admin tab to create the Approval Workflow. This distinction is important because external Approval Workflows must be visible to other companies. If not, those companies will not be able to add new documents into the correct workflow.

Navigate to the appropriate Admin page by hovering the cursor over the Admin tab to bring up the dropdown menu. Then click on either Company Admin (internal) or Project Admin (external). Find and click the Approval Workflow button on the Management box to bring up the Manage Approval Workflows pop-up window. If any Approval Workflows have already been created, they will be listed on this window. The types of Approval Workflows listed also depends on which screen you are viewing. If you are on the Company Admin screen, only internal workflows will be listed. External workflows will be listed on the Project Admin screen.

The Manage Approval Workflows window will have the following controls: New, Copy, and a Search bar. The window will list all approval workflows created for this project. Each Approval will have Edit and Deactivate buttons for each workflow listed, a Show Inactive checkbox, and a Close button. Clicking New will open a new workflow in the Workflow Editor. The Copy function allows you to use an existing Approval Workflow to create a new one. You can use the Search bar to find a specific workflow quickly. The Edit button will open the selected workflow in the Workflow Editor. The Deactivate button will remove the selected workflow from the list of available workflows but will NOT delete it. The Show Inactive checkbox will list inactive workflows when the box is checked. The only option available for inactive workflows is Reactivate. Clicking the Reactivate button will return the workflow to the active list. The Close button will close the Manage Approval Workflows window. 

If the workflow you want is listed on the Manage Approval Workflows window, you can click on the Edit button adjacent to that workflow to review/edit it. The Copy function allows you to use an existing Approval Workflow to create a new one. Clicking the Copy button brings up a list of workflows that you can copy. This list will only include active workflows. Click the Copy button next to the workflow you want to copy, and a copy of that workflow will open in the Workflow Editor window. The Workflow name will be “COPY + (the name of the copied workflow)”. If the Approval Workflow you want is not listed, click the New button to start the Workflow Editor and create the new workflow.  

The Workflow Editor will have a graphical representation of the workflow in the form of a flow chart reading from the top to the bottom of the screen. The first item at the top of the screen is the “Workflow name” box. Enter a title for the new Approval Workflow. This title will be used later to select which Approval Workflow a document will use, so make the title as descriptive as possible.

Below the Workflow name is the flowchart. There is a green Start box, followed by an Add Step button. If you click on the Add Step button, a new step will be inserted into the workflow at this point, and “New First Step” will move to the second step position. Until you edit the step names, “New Step” will appear before “New First Step”. You can add as many steps to the workflow as you want. For convenience and ease of editing, there will always be an option to add a step before and after each step represented on the flow chart. 

The New Step or New First Step box will show the parameters set up when the Approval Workflow was created, and the Reviewers who can approve a document at this step. If there is only one step in the workflow, the Delete button will not be selectable. If the workflow has more than one step, each step will have a Delete button. Each step also has an Edit button so you can change it to suit your needs.

Click the Edit button to open the Edit Workflow Step window. At the top of the window is the Name box to name the individual step. Below that is a Description box for you to describe what should happen in this step. The “Allow document revisions at this step” checkbox will be checked by default.  

Under the Rejections heading, the Rejection Step dropdown allows you to select at which step the document may be rejected, once it is in the Approval Workflow. The “Require re-approval after rejection” checkbox will NOT be checked by default. If a document is rejected, this option requires all reviewers to approve the document again when it is resubmitted. The “Process rejections first” checkbox is selected by default. This option will reject the document immediately, if a single reviewer rejects it. If you uncheck this box, all reviewers will have to review the document before it is moved to the rejection step.

Under Timeouts, the Enable Timeouts box will not be checked. If you check this box, you will have to identify the timeout step using the dropdown, then select the number of days before the document “times out”. This means that when a document has been submitted, if the reviewer takes no action to reject the document, the document will automatically be approved once the timeout days have elapsed. If the Enable Timeouts box is unchecked, the document will remain in awaiting approval status until the reviewers accept or reject it.

Under Reviewers, the “All step reviewers must approve” checkbox will be checked by default. If you uncheck the box, the number dropdown will enable, and you will need to select the number of reviewers required to approve the document and move it to the next step.

Also, under the Reviewers section is a box with a green header bar containing the list of employees who can review and approve the documents in this workflow. Only the Approval Workflow creator will be listed by default. There will be a red X in front of each name, used to delete that person from the list. The green header bar is actually an option button. If you are creating an internal workflow, only the Employee option will be present. If you are creating an external workflow, there will be three options: Employee, External, and Company.

Clicking the Employee button will bring up an additional menu where you can select other employees from your company and add them as a reviewer. A pop-up will appear listing all employees from your company. All employees (not just those assigned to the project) will be listed as potential reviewers to allow for managerial oversight. You can search the list or scroll until you find the person you want to add. Click on that person’s name, and a green Add button will appear. If you want to add more than one reviewer, you will have to add them one at a time.

The External and Company buttons are used to create an external workflow. If you click External, you can add an employee from outside your company as a reviewer for this workflow by entering their email address. If you click Company, you will get a dropdown menu to select the Company to add as an approver. If you add an individual via their email address, that person will be the only person at that company who will have access to that workflow. If you add a company as a reviewer, anyone at that company can review and approve documents in this workflow.

Once you have the workflow step configured the way you want it, click the Save button at the bottom of the window. Continue editing each step until you have configured them all. Then click the red Exit Workflow Editor button on the top right-hand side of the screen. This button will save your changes and return you to the Company Admin screen. The new workflow will appear on the list of Approval Workflows when you reopen the Manage Approval Workflows window.

 

Author: ConDoc-Admin
Last update: 2019-08-14


How do I put a document into an Approval Workflow?

Approvals can be anything that requires a workflow, either internal (within your company) or external (outside your company): schedules, progress reports, certification rosters, supply lists, or anything else that requires someone else’s approval.

Creating a New Approval Document

To put a document into an approval workflow, navigate to the Approval Document Library

Note: If your company has not created any Approval Workflows, the Approvals Library will not be an available option.

  • Click on the Documents tab
  • Click on Approvals

Now click on the Add New button to open the New Approvals dialog box.

  • Enter a Title for your Approval Document
    • Make the title as descriptive as possible
    • Attachments to the Approval will be renamed to "(the project name)+the title you entered"
  • Select which Approval Workflow you want to use from the dropdown menu
    • Click on the dropdown arrow, then click on the Workflow you want to use
    • Ensure the selected workflow appears in the Approval Workflow field
  • Attach the document by selecting the file or dragging and dropping the file into the Add File field

The New Approvals dialog box has three option buttons: Start Approval Workflow, Save Your Work, and Close.

  • Start Approval Workflow will submit your document to the first step of the selected workflow
  • Save Your Work will save the document and attachment, but will not submit it
  • Close will close the dialog box and abandon any information you entered

The document you just created will now appear in the document library, and its status will depend on the option you selected.

  • New - If you Save Your Work, the document will be in the Approval Document Library, but will not be entered into the workflow 
    • The Current Step column will be blank
  • In Review - The document has been submitted, but has not been approved or rejected
    • In the Current Step column, the name of the step the document is on will be listed 
  • Approved - The document was approved
  • Rejected -  The document was rejected

 If the Approval was rejected, it can be re-opened and resubmitted. See Reopening a Rejected Approval.

 

Author: ConDoc-Admin
Last update: 2019-08-14


Can I re-open a rejected Approval Document?

Yes.

How to re-open a rejected Approval

If the document was rejected, you can reopen the document, revise it, then re-enter it into the workflow. This will allow the accompanying notes to follow the revised document, rather than creating a completely new Approval Document. 

If the document was rejected because it was entered into the wrong Approval Workflow, you will be able to select the correct workflow once the Approval is re-opened.

Click on the magnifying glass icon to open the rejected document

  • Review the notes attached to the rejection
  • Click on the Re-Open button at the bottom of the dialog box

The document will now appear in the Approval Library with a status of "New." 

Click on the magnifying glass icon to open and view the Approval Document

  • Click on the Download Approval button
  • Review the document and make the necessary changes
  • Save the document to your computer
  • Click on the Upload Revision button to open the Upload Revision box
  • Select the modified file or drag and drop the file onto the file field
  • The Upload Revision box will close
    • You should see a notification popup stating that the upload was successful
    • You should also see a Revision Uploaded entry in the Activity pane
  • You may add notes to accompany the document by clicking the Add Note button
  • Verify that the correct Approval Workflow is selected in the Approval Workflow field

At the bottom of the dialog box will be two new option buttons: Delete and Reset Previous Reviews.

If you click the Delete button, the dialog box will close. The document will remain visible in the library until you refresh the page, but you will not be able to open it. Once the page is refreshed, the document will no longer be visible.

If you uploaded a revision, you should click the Reset Previous Reviews button before Starting the Approval Workflow again.  This button will remove the existing reviews and require the previous reviewers/approvers to re-review the document. If you resubmit the document without resetting the reviews, the document may reject again without being seen. This is particularly important if the Approval only has one person as the approver.

Clicking the Reset Previous Reviews button will close the dialog box, so you will need to open the document again in order to re-submit it.

Open the document again, and click the Start Approval Workflow button. The revised Approval Document will now re-enter the workflow.

 

Author: ConDoc-Admin
Last update: 2019-08-14


ConDoc Help » Glossary

What does that mean?

Glossary

Action Button – A clickable on-screen button that causes an action to be performed by the system, e.g. the Save or Close buttons. Also called an Option Button.

Application – Another word for Program. Often shortened to “App.”

Browser – This is a program on your computer that allows you to get to the internet. Examples are Google Chrome, Microsoft Edge, Internet Explorer, Firefox, Safari, and many others. ConDoc is optimized for Chrome, so that is the browser we recommend.

Button – There are two kinds of buttons we will be dealing with. First are the physical buttons on your keyboard or mouse. Second are the “virtual” action buttons that appear on your computer screen. If you need to use your keyboard, the instructions will say “type in…” or use the “button” on your keyboard.

Checkbox – A small square box next to a short narrative. Clicking in the box will enable or disable the feature described by the accompanying narrative. A Graphic User Interface (GUI) widget that permits you to make a binary choice, i.e. a choice between one of two possible mutually exclusive options.

Click – "Click" means to press the mouse button (usually the left button) ONE TIME, and ONLY ONE TIME! This term is used so often that nobody bothers to explain it anymore. However, it is VERY important! If you click the button and nothing happens, please don’t click the button over and over. If you click the button several times, you’ve just told your computer to ignore you and chase its tail. To put it simply, when you click the mouse button, you are telling your computer to do something. If the cursor is over an action button, you are telling your computer to perform that action. If you click the button and nothing happens, it’s because the computer doesn’t know what you want it to do. Clicking the button over and over will only confuse the computer and it will appear to do things at random.

Click and hold – Click the left mouse button and hold it down. This will help you highlight text that you want to copy, or “grab” a file to drag it somewhere else.

Copy and paste – If you click and hold the mouse button and drag the cursor across text, the text will highlight. Release the mouse button and make sure the cursor is hovering over the highlighted text. Right-click (click the right mouse button), and a small menu will appear. Click on “Copy.” Move the cursor to the place you want to insert the copied text. Right click again to get the small menu, then select paste. This will paste a copy of the text in the new location.

Default - A preselected option used by a program when no other option is specified.

Dialog Box – A small area on a screen in which the user is prompted to provide information or select commands. A small window that appears on-screen after clicking an action button. This window will have spaces to enter information, checkboxes, radio buttons, or other controls for you to edit or enter information into the application. Sometimes called a Pop-up or a Pop-up Window.

Drag – If you hover over an item (picture, edit point, filename, etc.), then click and hold the left mouse button, you can either “grab” the item and move it somewhere else, or highlight text that you want to copy. A lot of attachment fields in ConDoc will allow you to “drag and drop” files to add them to a document.

Drag and drop – If you click and hold the mouse button while hovering over an item (like a picture). You can grab the item and drag it to another location. When you release the mouse button, the item will be dropped onto the new location.

Email – (electronic mail) This is the means of communication that ConDoc uses to send you information. Hopefully, this is where you received the invitation to join ConDoc.

Grab – When you hover over an item, then click and hold the mouse button, the item will highlight, letting you know you’ve “grabbed” it. You can then move the item to a new location by “dragging” it. When you release the mouse button, you are “dropping” the item.

Hover – This means to put the mouse’s cursor somewhere WITHOUT clicking the button. There are several places in ConDoc where you can put the cursor over something (text, an icon, a function button) and a popup will appear that tells you what clicking the button would do. Don’t click, just move the mouse’s pointer over the thing.

Icon – This is a small picture used to represent something. When you open a program on your computer, an Icon will appear at the bottom of your screen. If the icons are at the bottom of your screen all the time, then a line will appear under the icon to show which program you currently have open, or are working in.

Internet – This is also known as the World Wide Web. It is the global computer network consisting of interconnected networks using standardized communication protocols.

Link (hyperlink) – A link is a thing on a webpage screen (an HTML object) that allows you to jump to a new location (different website) when you click it. It may appear as a different color of text or it may look like an onscreen button. Example: the Let’s Get Started button in your invitation email.

Operating system or OS – This is the program that controls your computer. There are two basic categories of OS: Mac (any Apple™ product) and PC (most things that aren’t an Apple™ product). The actual OS may be Windows 10, Windows XP, or something like that. Since PCs are the most common, we may forget to ask. If you are using an Apple product, please let us know from the start.

Pop-up – A small window that appears on-screen after clicking an action button.

Radio Button – A graphical control element that allows you to enable or disable an option. These appear as small circles adjacent to a narrative of a feature or function. Clicking in the radio button will cause a small black dot to appear in the circle, indicating that the feature is turned on. Clicking again will cause the dot to disappear, indicating that the feature is turned off.

SPAM, SPAM Folder, or Junk Mail – Most emails programs will automatically try to filter out emails that they think are junk mail. Sometimes, because your email program doesn’t know what ConDoc is, emails from ConDoc are filtered out and won’t appear in your normal in-box. Those filtered out emails are put in a SPAM or Junk mail folder. Check that folder for ConDoc emails. It will also help to add ConDoc to your list of trusted senders. This way future emails won’t be filtered out as junk mail.

Tab – A visual marker in a computer application. In ConDoc, it is a row of selectable pages or views. The tabs remain visible on-screen so you can switch between them easily. Tabs are used to help you navigate through a program. The on-screen display will have a header bar with titles across it. Each title will open a different screen on the display, but all the tabs will remain visible so you can go from one to the other quickly.

URL - Uniform Resource Locator. They are used to specify addresses on the World Wide Web. The URL will be displayed at the top of a web page. It will look like this: https://www.whateverthewebaddressis.com. URLs are used to go to specific websites.

Workflow – Workflow is the route a document takes through the approval process from the originator to the final approval authority, then through distribution to all concerned parties. The workflow enumerates each step of the process.

 

Author: ConDoc-Admin
Last update: 2019-08-09


ConDoc Help » Troubleshooting

Should I allow TWINUI to open a PDF I downloaded from ConDoc? (Internet Explorer)

Troubleshooting: TWINUI Message Pops Up When Trying to Download a PDF document in ConDoc

This error applies to:

  • Browser - Internet Explorer (IE 11) with Enhanced Protected Mode setting enabled
  • Operating System - Microsoft 8 & Higher (Including Windows 10)
  • Default PDF Viewer - Edge Browser, Chrome Browser, other browser-based PDF viewers

If you encounter this dialog when you attempt to open a pdf download from ConDoc, it is safe to click 'Allow'.

TWINUI is a Microsoft product that is already installed on your machine. TWINUI was introduced with Windows 8. Among other things, TWINUI allows a PDF to open in a browser-based PDF viewer.

Internet Explorer Security Error Message

After you click 'Allow', your pdf will open in your default PDF viewer, which is likely Edge, Chrome, or another browser. 

Can I prevent this message from appearing in the future?

Yes, there are several easy ways to prevent the message from appearing in ConDoc in the future. 

  1. Check the box for 'Do not show the warning for this program again'.  You may have to check this box again in future sessions, or for security messages related to programs other than TWINUI. 
  2. Select a different default PDF viewing tool. Setting your default PDF viewing tool to a tool other than a browser will stop the TWINUI message. These instructions from Microsoft show you how to select a different default PDF app in the Windows 10 operating system, and will even open your default settings for you if you click the 'Open Default Apps' button.  If no other PDF editor is installed on your machine, we recommend installing  Adobe Acrobat Reader DC.  We do not recommend installing the  'Optional Offers' unless your IT department suggests you should.
  3. Disable Enhanced Security Mode for Internet Explorer. This article from Microsoft explains how to easily disable Enhanced Security Mode with a simple checkbox and prevent this message from displaying in the future. Depending on your IT administrator settings, you may not be able to disable Enhanced Security Mode.
  4. Use a different browser. If you are operating on Windows 10, then you probably have the Microsoft Edge browser pre-installed. If you are allowed to download a browser, we recommend Google Chrome. Check with your IT department to see if there are approved browsers other than Internet Explorer. In addition to enhanced security, Google Chrome and Edge allow full access for the ConDoc feature set and much faster page loading times.

 

Author: ConDoc-Admin
Last update: 2018-09-07


ConDoc Help » Document Markup

Why can't I add markup(stamps, signatures, or markings) on this document?

There are three common reasons that the Markup/Stamp button does not appear on a document:

  • The document is not a PDF.
    • The Markup/Stamp tools are only available for PDF documents.
  • The document is not assigned to your company.
    • To see if the document is assigned to your company:
      • From the Documents tab: Select the document type you want to edit. In the document list, find the document you want to edit, then  view the "Assigned To" column to see if the document you want to edit is assigned to your company. If the document is not assigned to your company, you will not be able to use the markup tools.
      • From the Document View, Attributes tab: The Assignment field is in the upper right-hand corner of the Attributes tab screen. This field will tell you if the document is assigned to your company or if it is locked for editing. 
  • The document has already been approved or rejected.
    • Most documents are locked for editing after they are approved or rejected.
    • If the Reopen button is available, you can reopen the document to make your changes. (Once reopened, the document will have to go back through the approval process.)

If you still need to add/remove markup from a document, work with your Project Administrator to make the necessary changes.

Author: ConDoc-Admin
Last update: 2019-08-09


How do I add Markup to a PDF document?

Document Markup Tools

You can edit some documents in ConDoc by using the PDF Markup tools on the document’s PDF View. The rules regarding when you can markup a document are easy to understand. The Document must be active, meaning it has not been rejected or approved; the document must be in your court, meaning that your company is responsible for acting on it; and the document must be a PDF.

You can access documents from your Dashboard, the Project Dashboard, or the Documents tab. The options for opening the document may change depending on which screen you use to navigate to it. Click on the magnifying glass icon next to the document you want to review. This will bring up the document page with the Attributes tab displayed.

Under the Title bar are three options: Download “document type”, Go to PDF View, and Add Note. Click on the Go to PDF View button. The PDF view has the PDF view tools in the header bar. You can enlarge or shrink the document, page up or down, print, download, or view in full screen. To the right of the view tools in the header bar, you will see the Markup/Stamp, Go to Properties View, and Close buttons. If the Markup/Stamp button does not appear, one or more of the conditions for document markup have not been met.

Also, in the PDF view, the Activity pane will change to the Annotations pane. The Annotations entries record what Markup actions were taken on the PDF document. This is more detailed than the Activity entries, but only list the Markup changes. It is important to note that document markup does NOT have a detailed audit trail. If the next person to view the document deletes one of the shapes, the Annotation that the shape was created will disappear. The Annotations will not state that one person added the shape and another person deleted it. The Annotation that the shape was created will simply disappear when the shape is deleted.  

When you click on the Markup/Stamp button, it will bring up the PDF Editor tools. These tools include several shapes you can insert directly onto the document, text boxes, and text callouts, all with nine color options. Click on the shape that you want to use (the shape’s button will highlight to show it is selected), then click on the color you want. (Select the color before you add the shape. Once you add the shape, you will not be able to change its color.) When you move the cursor over the document, the cursor will change to a crosshair shape. Put the crosshairs where you want to put the shape, then press and hold the mouse button. Then, move the mouse to drag the cursor where you want the shape to end. Don’t worry about getting it perfect, you will be able to edit the shape after it’s inserted. Once you get the size of the shape close to how you want it, release the mouse button. The shape will now overlay the document.

Chances are, the shape will not be exactly the way you want it to appear. That is easy to fix. Hover the cursor over the shape. The cursor will change from an arrow to a pointing finger, indicating that you are on the shape. Click the mouse button and the shape will change to edit mode. There will be a box around the shape, and the corners, or ends if the shape is a line, will have boxes on them. By putting the cursor on one of the boxes, you can click and hold the mouse and drag the box to alter the shape. You can resize the shape or move it around on the document. You can also delete the shape while it is in edit mode. Once you are finished editing the shape, move the cursor away from the shape and left click the mouse. The shape will change out of edit mode. You can edit the shapes as many times as you need to.

Once you have entered all the markups that you want to add, click the Save button. This will save the Annotations as part of the PDF, and they will appear on the document when the next person opens it. Anyone with access the document will be able to edit the markup. If you accidentally delete a shape, ConDoc does not have an “undo” feature. You will have to redraw the shape. If the shape was on the document when you opened it, you can click on the Cancel button, and any changes that have not been saved will be restored.

If you save annotations then download the PDF, the shapes will appear when you open the document in any standard PDF reader. The annotations will be visible under “Comments” or however your PDF reader labels them. The shapes should be editable in the PDF reader as well. If you add annotations or shapes in an external PDF reader/editor, then upload the document back to ConDoc, those shapes will NOT be editable in ConDoc. Only shapes added in ConDoc are editable in ConDoc.

You can also use the Markup/Stamp tools to insert your personal or company stamp. Click on the Markup/Stamp button, then hover the cursor over the Stamp button in the Editor Tools. A dialog box containing your personal and company stamps will appear. If you have not uploaded your stamp, you can do so by hovering over the stamp button and clicking the Manage Personal Stamps button.  

As you add your markups, the Annotations pane on the right will create an entry for each mark or shape you put on the document. The Annotations pane also has a Notes tab to include notes that you don’t want to put on the PDF itself. There is a Save button to save your progress and a Cancel button to exit without saving the markups.

 

Author: ConDoc-Admin
Last update: 2019-08-09


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