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Notes are a great way to remember things that you know you will not in time. To Add a Note, go to:

  • Menu > Notes > Create a New Note.

 

Notes can be linked to a Project or Not. It can be made Private Visible only to you, this can be done by check marking the box “Make Private” you can also upload Files & Photos as well.

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Assigned Projects and Default Projects are great tools that help you limit the amount of data you and your employees see by only showing you the data that you need/want to see.

NOTE: You should NOT Assign a project or Default Project to you or anyone else who should see ANY data that pertains to other records or if you are frequently moving from one project to another.

Default Project

The Default Project is (shown below) is set in the menu bar.  Once set, you are telling the system to only show you data that pertains to that project.  If you are working the same project for a long period of time, this is a great way to ensure that you are only seeing data for that project. 

To assign a Default Project, click on the down arrow and select a project from the list.
To remove the Default Project selection, click on the down arrow and select the currently selected project to unselect it.

 

Assigned Project(s)

An Assigned Project is a project that your user should be able to see within their account.  Often times projects are assigned to supervisors and this allows you to ensure that your supervisor only sees the data that pertains to those projects.  It also helps ensure that your sub-contractors only see data for projects they are part of.  As an Admin, you should not assign yourself to a project.  Too often this is done and then an item such as an Estimate is created and saved and then it appears to vanish.  This happens because the Estimate is part of a project that you are not allowed to see/access.  The data is there, but your current settings do not allow you to see it.

To add an Assigned Project, go to the Menu > Directory > Users record.  Click Edit and then click on Assigned Projects.  Click on the project(s) that you want the user to see within Contractor Foreman.  Then Save.
To remove an Assigned Project selection, go back to the users Directory record and edit it.  Click the Assigned Projects button and then click the projects to unselect them.

NOTE: If you want to see ALL projects, do not select any project in the list.

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Adding an item to SOV can be done in multiple ways. The best & quickest way is to Import. You can Import from an Estimate, Change Order or Work Order. You can also add an item Manually if the item is not in your database. To add items to SOV go to:                                        

  • Menu > Projects > Schedule of Values > Edit > Import From > Select the Method you wish to use from the dropdown.
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Files can be added to a Project using multiple methods.  Most commonly, files are added to a project through associated items (such as an Estimate, Punch list or other module) that are assigned to the same Project.  To upload one or more files directly to a project, go to:

 

  • Menu > Files & Photos > Select the folder where you want to upload the files.  You can create a new folder within the Project folder by clicking New Folder.  Once the desired location is selected, click Upload Files.

 

  • The new screen gives you the option to assign tags to the files you are about to upload as well as add any notes.  From here you can also select the Project that the files will be associated with.  Once ready, click Add an Attachment.

 

  • The new popup allows you to click “Add Files” to select the files from your computer or you can drag and drop them into the popup.  Once you do so, click Upload All files. Depending on the file size, it could take several minutes for the files to transfer.  Once finished, you are taken back to the details screen.  Click Submit to Save the files.

 

You can also send files directly from your app to a project.  From your gallery of an image on your phone, go to Send To > Contractor Foreman.  You will then be prompted to selected a Project to associated with the files.

While viewing files associated with a project, keep in mind that you cannot delete files that are part of another module.  You have to delete it at the source.  Meaning, if you notice a blurry image while in Files & Photos and decide you want to delete it, you may not be able to if it is an Associated image.  That means that it is a file associated with another module.  In that case, you have to go to the source which could be an Estimate (where the image was originally added).  These prevents someone from deleting files that someone else in the company may see as important and necessary.

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Purpose:

To create a Project.

Background:

Projects in Contractor Foreman are where basic project information is contained as well as containing links where you can quickly access important project information such as Invoices, Estimates, to-Do’s and more. It also contains areas where project team members are listed for Customer Team members as well as Internal and External Team members.

Points to Remember:

Required fields are marked with an Asterisk (*.)

Projects will also show up on your Dashboard (Home Screen)

To save your work, click the blue “Submit” button.

To edit the record, click the green pencil icon in the upper right corner.

Deleting Items can only be done by a person with Admin Rights or if you are given access to do so.

If a Project needs to be Deleted, you can do so by clicking on the “Action” button at the bottom of the page on the right.

Steps to Create a New Project:

  1. Navigate to Main Menu
  2. Click on Projects
  3. Click on blue button “Create a New Project” on the left.
  4. Enter the following information:

Details Tab:

  • Customer: (Mandatory)
  • Project ID/Status: (Mandatory) Select from Drop-down.
  • Project Name: (Mandatory)
  • Project Type: (Mandatory) Select from Drop-down.
  • Street:
  • Street-2:
  • City/State/Zip:
  • Contract Amount:
  • Retention % / Held ($):
  • Notice to Proceed:
  • Start/End Date:
  • Completion/Warranty Start Date:
  • Billed To: If not Customer.
  • Permit Details:
  • Project Description:
  • Internal Notes:
  • Check Box: View in Schedule.
  • Check Box: View in Calendar.
  • Check Box: View in Timecards.

Contacts Tab:

  • Site Manager: Select from Drop-down.
  • Safety Contact: Select from Drop-down.
  • Add Project Contacts: Select from the list.
  • Customer Contact:
  • Project Contacts:

Financial Tab:

  • Estimates: Shows Total Amounts.
  • New Estimate: Takes you to the Estimate Module.
  • Invoices: Shows Total Amounts.
  • New Invoice: Takes you to the Invoice Module.
  • Payments: Shows Total Amounts.
  • New Payment: Takes you to the Payments Module.
  • Change Order: Shows Total Amounts.
  • New Change Order: Takes you to the Change Order Module.
  • Work Order: Shows Total Amounts.
  • New Work Order: Takes you to the Work Order Module.
  • Purchase Order: Shows Total Amounts.
  • New Purchase Order: Takes you to the Purchase Order Module.
  • Bills: Shows Total Amounts.
  • New Bills: Takes you to the Bills Module.
  • Expenses: Shows Total Amounts.
  • New Expenses: Takes you to the Expenses Module.

Schedule of Values Tab:

  • New Invoice: Takes you to the Invoice Module.
  • Import from: Select from Drop-down.

Notes:

  • Notes: Shows you all the notes that are linked to this Project.
  • To Do’s: Shows you all the To Do’s that are linked to this Project.
  • Punchlists: Shows you all the Punchlists that are linked to this Project.
  • Daily Logs: Shows you all the Daily Logs that are linked to this Project.
  • Inspections: Shows you all the Inspections that are linked to this Project.

Files & Photos:

  • Add an Attachment: Upload all Photos & Files in link to this Project. (On the phone or Tab this would be a Camera button so just click away & it will upload here automatically)

 

 

 

 

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Projects

After adding your contacts in Contractor Foreman, Projects is generally the second step in setting up Contractor Foreman.

Projects in Contractor Foreman are where basic project information is contained as well as containing links where you can quickly access important project information such as Invoices, Estimates, to-Do’s and more. It also contains areas where project team members are listed for Customer Team members as well as Internal and External Team members.

To save your work click either the “Submit”  button or the blue check mark box in the upper right hand corner.

To modify an existing record click the green “Pencil” icon in the upper right hand corner.

Add a new Project:  Go To main menu and select Projects. Click on the blue “Add New Project” button. In the right hand pane fill out the fields. Required fields have an Asterisk (*.) If this project is for a new customer click the green “Quick Add: Create New Customer” button. Fill out the information in the pop up. You can go back later and fill in additional information.

Project ID: This field is for your project number and is alpha numeric. If you do not use a standardized set of project numbers/naming convention, now is a good time to create one as it helps with continuity and organization.

Project Type: Select what type of project you have from the drop down. This field helps you organize and run reports via project type.

Project Start and End dates: These fields are not required but are very helpful when it comes to reports, scheduling and planning.

Project Image: In Project Image you can upload photos of the project as well as related files. From the Contractor Foreman App you can take pictures and add them to your Project.

In the second column of fields on the right side you can add your project contacts as well as set the Site Manager and Safety Contact.

Project Description: Add in a detailed description of your project.

Project Internal Notes: These notes stay internal and are never included on any report or form that goes to people outside your company.

When complete click either the “Submit”  button or the blue check mark box in the upper right hand corner.

To modify an existing record click the green “Pencil” icon in the upper right hand corner.

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