In RedTeam Flex, users may upload an unlimited number of Plans & Specifications to be conveniently shared and downloaded from the Project's Online Planroom.
To set up the Project's Online Planroom, you can upload specification files, create headings, and arrange the files exactly the way you want to see them displayed.
Once all Plans & Specifications are Committed, and the Project has been promoted to Request status, a dedicated Online Planroom is automatically created for the Project. This Planroom will remain active while the Project is in Request, Proposal, and In Progress status. The Planroom becomes inactive once a Project is moved to Cancelled or Closed status.
Once a Project has been promoted to In Progress status, files are locked in. To add revisions, update, or add new Plans & Specs, use the Change process.
Add Plans and Specifications to a Project
Plans and Specifications can be uploaded to a project while the project is in Draft or Request status by using the steps below. During the status of In Progress, plans and specifications can only be added through Contract Change Orders. Please see the article on creating change orders for more information on how to add plans and specifications once the project is In Progress.
Alternatively, you can also demote the project to Draft or Request status to add the files and then promote the project back to the correct status. Keep in mind that demoting the project from In Progress will cause the at-risk amounts in the budget to reset. It is advised to upload the files through Change Orders if you are concerned about losing the at-risk budget values.
Please note that RedTeam Flex does not support splitting and renaming spec books for projects. At this time we will only split and rename actual plans. RedTeam Flex supports 250MB File uploads for both Plans and Specifications.
Steps:
From the Project's Home menu, select Plans & Specifications.
Click the +New icon to upload new Plans and Specifications.
Select an Author (architect, engineer, etc.) by typing part or all of the company name and clicking the search icon or hitting Enter on your keyboard.
Author and Date are required fields, you can also have additional fields that are optional and you can use to better organize your Plans and Specs
Optional Fields:
* Version
* Type
* Discipline
* Notes
Next, select how you want to rename your files. You can choose to rename your files manually or use OCR technology (Optical Character Recognition) to rename them for you.
When uploading PDF files you can select to Split the pages or don't, depending on how you want to organize your files on your project.
After you make your choice upload your files.
Once you have selected your files, click Start Upload.
Independently if you select to rename your own files or OCR, you'll need to review the files for accuracy before publishing them to your project.
Once files have been processed, click Review to see your files and confirm the Plans and Specifications.
You can then verify the Name and Number automatically assigned. Or if you choose to rename them yourself you can start entering the names and numbers for the files.
If you choose not to split your file, you'll see one file with all the pages on it.
If you choose to Split your file, you have to rename each page.
When OCR renames the files, if you wish to recalibrate the section to scan for Drawing Number and Name, you can click on the corresponding thumbnail. The top one scans the number and the bottom one is for the Name.
You can reselect the area to be scanned to look for the correct location of the drawing number.
See the example below, we are selecting the area where the number is located. Click Apply to apply to just this sheet, or Apply all to apply to all the sheets uploaded.Repeat the same steps if you need to rescan the drawing names.
Once the Number and Names are scanned and you verified the accuracy click Save.
You can verify the fields entered for Author, Version, Type, Discipline, and Date and make changes if needed.
Edit Plans & Specifications
You can Edit a Draft Plan or Specification to make changes to the name, author, version, date, type, status, notes, or file.
To make changes to a Committed Plan or Specification, you will first need to UnCommit the file. If you do not have permission to UnCommit, please contact your system administrator or contact us using the chat bubble on the bottom left corner of your screen.
You can update multiple Draft Plans and Specifications by clicking the checkboxes to the left of each item to select it, then clicking the Update button at the top of the list.
Steps:
From the Home menu, select Plans & Specifications.
Locate the record in Draft status in the list that you want to modify and click the pencil icon on the left.
If the Plan or Specification file is Committed, you must first UnCommit to Edit.
Modify all necessary fields for the file, and click Save when you are ready.
To modify multiple files at once, click the checkboxes to select multiple Draft Plans and/or Specs then click Update.
Commit or Uncommit Plans & Specifications
DRAFT Plans & Specifications may be modified (all fields) as well as permanently Deleted. Draft Contract Specifications will not show in the Online Planroom until they have been Committed.
COMMITTED Plans & Specifications may not be modified, with the exception of the Status and Notes fields. If you need to make changes to any other fields on a Committed file, please contact your System Administrator to Uncommit the file(s). Committed Plans & Specs show in the Online Planroom while the Project is in Request, Proposal, or In Progress status (Planroom is not active in Draft, Cancelled, or Closed statuses).
Draft - Files can be uploaded, committed/uncommitted, edited, or deleted; Planroom is not active
Request - Files can be uploaded (special permission required), committed/uncommitted, edited, or deleted; Planroom is active
Proposal - Files can not be uploaded or modified (because they are linked to a submitted Proposal); demote Project to Request to add/modify/delete files; Planroom is active
In Progress - Files can not be uploaded or modified from here (because they are linked to an executed Contract); use Potential Changes to add or replace files; use Void to remove files; Planroom is active
Closed - Files can not be uploaded or modified; Planroom is not active
Canceled - Files can not be uploaded or modified; Planroom is not active
Steps:
In the Manage Plans and Specifications screen, Draft Plans and Specs will appear in green. Commit individual files by clicking the tools icon and selecting Commit.
Commit multiple files by clicking the checkboxes and clicking Commit.
To Uncommit a Committed Plan or Specification, you must have the correct permissions. and follow the same process but this time you have to select Uncommit.
Assign Disciplines to Plans and Specifications
It is important to have an organized Online Planroom so that your subcontractors, Vendors, site managers/superintendents, and anyone else with access can quickly locate the information they need.
When organizing your list of Contract Specifications (drawings, plans, specifications, etc.) in RedTeam Flex, you can arrange files and assign Disciplines to each file to make files much easier to find and quickly download.
Steps:
From the Edit Plans and Specifications screen, click the Discipline dropdown.
And Select the corresponding Discipline. Click Save when you finished.
View the Plans and Specifications Log
If you should ever need a log of your Plans & Specifications (drawing log) on a Project, you can find it by clicking the View icon when you are in the Plans & Specifications section of the Scope tab of a Project. See the steps below to navigate there.
Steps:
From the Project's Home menu, click Plans and Specifications.
Click the View icon.
Markup and Attach:
For committed drawings, you can use the option to Markup and Attach your snapshots to any Dialog document such as RFIs, FOIs, or FYIs.
Once you open the view screen for the selected drawing you'll have 3 buttons on the top right.
The option Markup and Attach will allow you to mark up your drawing and include it as an attachment with the annotations, to any Dialog document, such as RFIs, FOIs, or FYIs.
Click the Markup and Attach button.
Add your annotations to the drawing and use one or more of the available tools like:
A. Drawing, Freeform Highlight, Text Highlighter, Eraser.
B. Image, Stamps
C. Note (Post-it style)
D. Text
E. Line, Arrow, Rectangle, Ellipse, Polygon, Cloud, Polyline
F. Print
G. Editor, Crop document
H. Download document
I. Thumbnails, Outline, Annotations, Bookmarks
If you need to undo any annotations, you can click on the Annotations option on the left and remove the ones you do not need anymore.
click the Attach button when you are ready.
Select the document template you want to create and click Continue.
You'll be redirected to the Dialog document form, where the attachment file with your markups will be already added.
Markups:
The option to create Redline Markups will publish the annotations to the current drawing version for ALL project collaborators to see.
See the steps below for step-by-step instructions:
Select a drawing and click on it to open the View screen.
Click Markups / Hyperlinks button.
Pick and use one or more of the available tools like:
A. Drawing, Freeform Highlight, Text Highlighter, Eraser.B. Image, Stamps
C. Note (Post-it style)
D. Text
E. Line, Arrow, Rectangle, Ellipse, Polygon, Cloud, Polyline
F. Print
G. Editor, Crop document
H. Download document
I. Thumbnails, Outline, Annotations, Bookmarks
If you need to undo any annotations, you can click on the Annotations option on the left and remove the ones you do not need anymore.
Once your annotations are completed, click the Publish button on the top right corner. You'll see a confirmation message Warning! All markups and links will be Published and this version will replace the current file in all locations where your Plans & Specifications can be viewed.
If you are sure of your changes click Yes to save and publish the changes. If you still need to make more changes click No to go back.
Once the Redline Markups are Published, anyone with access to Drawings will see them.
How to add Hyperlinks to your drawings
RedTeam Flex reads your drawing hyperlinks and generates them automatically but, you can also add your own manually. All hyperlinks will have an autogenerated Link Number whether it's an Automatic or Manual link.
You also have the option to Edit or Delete the link. Click here to learn more about what you can Edit from this tool.
Steps to upload your drawings and let RedTeam Flex automatically detect the hyperlinks:
Upload your drawings, as a single PDF file and select Split pages. RedTeam Flex will detect the pages that need to be linked automatically.
Use OCR to rename or rename on your own.
To use hyperlinks, open a drawing and click Markup/Hyperlinks from the tools available at the top of your screen.
Click Drawing Links on the top right.
RedTeam Flex will detect available links automatically, reading the drawing and finding the linked pages.
You'll see the list on the right side of your screen.
From there you can edit the existing links or add new ones.
Tip!
The list on the right will show the links detected with different statuses:
Pending Link: It detected the symbol on the page but the drawing page is not yet available in the project. If you upload said page later, RedTeam Flex will match the page and update the status.
Jump to: The link has been detected and the page is available on the Project set.
Create your own hyperlinks:
You can also create your own hyperlinks between your pages.
Click Drawing Links on the top right.
Click +Add New.
Select the section of the drawing you need to hyperlink.
Click the dropdown to select the drawing you need to jump to.
You can choose a background color for your hyperlink. (Optional)
Click Save when you are ready.
Important!
When integrating your RedTeam Flex project with Fieldlens, it's important to note that any hyperlinks added to the drawings in RedTeam Flex will not be transferred to Fieldlens. However, once the drawings are in Fieldlens, the platform will run its own recognition process to identify and link pages that are connected to each other.
Edit your links
You can edit automatic or manual hyperlinks to manually select or change the drawing the hyperlink is pointing to.
Click the Edit icon and select the page you need the hyperlink to jump to.
Choose the background color (Optional)
Click Save when you are ready
💡Tip!
Once published, hyperlinks are visible in the Planroom and Mobile app, allowing navigation to linked pages by those with access.
How to delete your hyperlinks
You can also delete links if you do not need them anymore.
Click the Trash can on the link you need to delete and click Yes in the confirmation window.
Remember that you need to Publish your drawing to make this change visible to you and your team.
Compare Drawings:
Within RedTeam Flex features we offer Drawings Overlay comparison. This tool is available for users with the appropriate permissions to access Plans and Specifications, and provides the ability to compare different drawing sheets, and also drawings from different disciplines.
From the View Drawing page, use the button Compare on the top right.
To compare drawings, simply choose one from the dropdown list provided.
Once you've selected he file, click the blue Compare button net to the thumbnail on the right.
You can recalibrate the drawings if needed to get the details you need to achieve with the comparison.
Video Links:
Plans and Specs Management: https://redteam.wistia.com/medias/5rjfdhc2b1
Markups and Hyperlinks: https://redteam.wistia.com/medias/vid5d4z7mn