This area is used to organize documents and is only accessible by the JobView 360 Administrator. The documents can be uploaded as common (accessible by all users) or specifically for role-based functions such as jobs, projects, trades, vendors or job superintendents.
There are no restrictions on the type of documents that can be uploaded to JobView 360. However, the user must have the software needed to open the file to view or print the document.
File sizes for uploading are restricted to a maximum of 256 MB. If the file size exceeds 256 MB, an error will display. Depending upon your web-browser, the system may try to upload the document, but after a failed attempt, may display an HTTP 04 page not found error or the document will fail to upload with no error message.
Under the Administration menu, select Document Management. The following JobView 360 default Directories will be displayed:
Under the Common Directory, the administrator can create common or unique subfolder names. This is the only directory where unique subfolders can be defined.
Under the role-based Directories (job, project, superintendent, trade or vendor), only system-generated subfolders can be created using the drop-down menu.
Common documents are accessible by all JobView 360 users to review and print. Examples of common documents may include a company phone list or community locations and directions.
To work on Common Documents, under Folders, select Common Documents.
To create a subfolder under the common folder, enter the new folder name in the Create Folder field and press Create Folder. Subfolders are not required but can help to organize or group common documents together.
Job Documents are accessible to review or print by users assigned a vendor name in their JobView 360 user profile and have at least one purchase order for the job. Only system-generated Job subfolders can be created.
To work on Job Documents, the system-generated Job subfolder must be created first. From the Add Folder For Item: drop-down menu on the left, select Job Documents. On the right, select a job from the Job drop-down menu. Press Add Folder.
No subfolders can be created beneath a system-generated Job subfolder.
Project Documents are accessible to review or print by users assigned a vendor name in their JobView 360 user profile, have at least one purchase order for a job within that project and where the project is active in Builder 360. Only system-generated Project subfolders can be created.
To work on Project Documents, the system-generated Project subfolder must be created first. From the Add Folder For Item: drop-down menu on the left, select Project Documents. On the right, select a project from the Project drop-down menu. Press Add Folder.
No subfolders can be created beneath a system-generated Project subfolder.
Superintendent Documents are accessible to users assigned as a Project or Job Superintendent in Builder 360 and a Superintendent in their JobView 360 user profile. Only system-generated Job Superintendent subfolders can be created.
To work on Superintendent Documents, the system-generated superintendent's name subfolder must be created first. From the Add Folder For Item: drop-down menu on the left, select Superintendent Documents. On the right, select the job superintendent's name from the Superintendent drop-down menu. Press Add Folder.
No subfolders can be created beneath a system-generated Job Superintendent subfolder.
Trade documents are accessible to vendors assigned trades in their Builder 360 vendor profile. This is done by going to Accounts Payable > Vendors in the Builder 360 application. The available trades are managed by going to Setup and Preferences > Support Lists.
Examples of trade documents may include Scope of Work instructions or Product Specifications.
To work on Trade Documents, the system-generated Trade subfolder must be created first. From the Add Folder For Item: drop-down menu on the left, select Trade Documents. On the right, select the trade from the Trade drop-down menu. Press Add Folder.
No subfolders can be created beneath a system-generated Trade subfolder.
Vendor documents are accessible to users assigned a vendor name in their JobView 360 user profile. For more information on setting up vendor profiles, see Manage Users.
Examples of vendor documents may include Insurance expiration notice or Vendor Price sheets.
To work on Vendor Documents, the system-generated Vendor subfolder must be created first. From the Add Folder For Item: drop-down menu on the left, select Vendor Documents. On the right, select the vendor name from the Vendor drop-down menu. Press Add Folder.
No subfolders can be created beneath a system-generated Vendor subfolder.
Creating Subfolders
Common Directory - the administrator can create common or unique subfolder names. This is the only default folder where unique subfolders can be defined.
Role-based Directories (Job, Project, Superintendent, Trade, Vendor) - The drop-down menu can only be used to create system-generated subfolders. No additional subfolders can be created beneath the system-generated subfolders.
Renaming Subfolders (Common Directory only) - highlight the folder name to be renamed (sublevel 2), and type in the new folder name in the Rename Folder field (common folder sublevel2) and click Rename Folder.
Deleting Subfolders - highlight the folder to be deleted (sublevel 3) and click the Delete button.
CAUTION! There is no delete confirmation or warning.
If documents exist in the subfolder to be deleted, an error will appear stating "The selected folder contains files. All contents must be deleted first."
To upload a document, highlight the folder on the left to use as the document's upload destination folder. Click Browse... to locate the file. After locating the file, press Open to return to the document management screen. Press Upload File. The new file will appear on the right under Filename.
To delete a document, highlight the appropriate subfolder on the left, select the document on the right and press Delete File.
To rename a document, highlight the appropriate subfolder on the left, select the document on the right, under Rename File field, type the new file name, and press Rename File.
NOTE: Documents will be uploaded to the folder that is open on the left. If the destination subfolder is not open, make sure to select it before uploading the document. Documents cannot be moved to a different folder after they are uploaded. To move a document, delete it and upload it again to the correct folder.