Document Management Rules:

• A BuildPro user cannot edit, update, or delete a document uploaded by a SupplyPro user.

• A SupplyPro user cannot edit, update, or delete a document uploaded by a BuildPro user or by a SupplyPro user from a different SupplyPro company.

• A BuildPro admin chooses whether SupplyPro users can access each folder. A SupplyPro user can only view/upload documents to a folder where the builder allows supplier access.

• Each time a BuildPro user uploads a document, he or she can choose specific suppliers who can view the document. If the BuildPro user does not choose specific suppliers, the document can be accessed by all SupplyPro users.

Document Management users can perform many functions, depending on their security role:

• View documents

• View document history

• Edit a document

• Update (replace) a document

• Delete a document

• Upload a new document

• Upload a new link

To view documents:

1. Click on the Home tab. The Home page opens.

2. Click on the View/Manage Documents link in the Document Management box. The View/Manage Documents page opens.

3. Click on the down arrow next to a folder to view its subfolders. The down arrow changes to an up arrow.

4. Click on the Folder Name to view the folder’s documents. The list of documents appears on the right side of the page.

5. Click on the Document Name link to view the document. A dialog box opens.

6. Click the Open button to view the document. Or, click the Save button to save the document onto your computer.

To view the document history:

1. Open the View/Manage Documents page. Open the appropriate folder.

2. Click on the History icon on the right side of the document row. The Document History pop-up window opens.

3. The history displays the BuildPro or SupplyPro users who have viewed the document or saved it onto their computer as Read. If a newer version is uploaded, it displays as Replaced. If the document properties are edited, such as the Document Name, it displays as Edited.

4. To view the original document that was uploaded, click on the Uploaded link under the Action column.

To edit an existing document:

1. Open the View/Manage Documents page. Open the appropriate folder.

2. Click on the Edit icon on the right side of the document row. The Edit Document pop-up window opens.

3. Edit the Document Properties as necessary.

4. Click the Update & Close button.

To update (replace) an existing document:

1. Open the View/Manage Documents page. Open the appropriate folder.

2. Click on the Update icon on the right side of the document row. The Update Document pop-up window opens.

3. Click on the Browse… button. The Open File dialog box opens.

4. Locate the updated version of the document on your computer.

5. Click on the file to select it, and click the Open button. The file appears in the Browse… box.

6. Click the Upload Files & Close Window button. The document appears in the document list in place of the previous version of the document.

7. To view changes to the document, view the document's History.

To delete a document:

1. Open the View/Manage Documents page. Open the appropriate folder.

2. Click on the Delete icon on the right side of the document row. A confirmation message appears.

3. Click OK to delete the document. Or, click Cancel to close the message without deleting the document.

To upload a new document:

1. Open the View/Manage Documents page. Open the appropriate folder.

2. Click on the Upload Documents button at the bottom of the page. The Upload pop-up window opens.

3. Double-click the Add Files button. The Open File dialog box opens

4. Locate the document you want to upload.

5. Click on the file to select it. To select multiple documents, hold down the Ctrl key while clicking on each document.

6. Click the Open button. The file(s) you selected appear in the Upload pop-up window.

7. Click the Upload button. The Upload Documents pop-up window opens.

8. For each document, enter a Document Name and Document Notes.

9. For each document, you can choose whether all suppliers or only specific suppliers can view the document. To select specific suppliers, click the Select Tasks button for job folders or the Select Suppliers button for non-job level folders. The Select Tasks/Suppliers pop-up window opens.

10. Hold down the Ctrl key and click on each appropriate Task/Supplier to select it. Note: If you do not select any suppliers, the document defaults to allow All Suppliers to view this document.

11. Click the Update & Close button.

12. After you have entered information for all documents, click the Update & Close button on the Upload Documents pop-up window. The new document(s) appears on the document list.

13. Use the Notify Suppliers via Email button to open a new window and notify suppliers and trades about the new document(s). In the To section, choose the task name(s) and the suppliers or trades assigned to those tasks will be notified of the new doc(s) by email. Use the Subject and Message for additional information in the email.

To upload a new hyperlink:

1. Open the View/Manage Documents page. Open the appropriate folder.

2. Click on the Add Hyperlinks button. The Add Hyperlink pop-up window opens. The user can enter up to five hyperlinks at a time.

3. Enter the Link Name, which will be displayed in the document list.

4. Enter the Link Notes, which will appear as a tool tip when the user places the cursor over the link.

5. Enter the Link URL, including the http:// or https://.

6. Click the Test Link button to test that the link opens the correct web page. The web page opens in a new window.

7. On the Add Hyperlink pop-up window, click the Update & Close button. The link appears in the document list.