Required documents that will be requested on every project can be set at the Administrative level but additional Project Specific documents can be added after project creation.
To access this go to Administration > Default settings > Project documents settings> Required Documents.
Users can now designate if required documents need to be submitted before a contract will be awarded to them or before Sub bills can be created with the Require Prior to: radio buttons. Leaving this set to N/A will not prevent the subcontractor from performing any related tasks.
To add a Required Documents, you may click +Add Required Documents at the upper right side of your screen> Fill up the Document Name> Attach a file> check the bubble on the "Require Prior To:" section and click SAVE.
At the project level, Required Documents from Administration can also be edited.
New project specific documents can also be added.
Project Documents> Required Documents
If the "Require Prior to" Subcontracting option is selected, the GC will not be able to lock the subcontract until the documents are returned. They will see this message appear if they attempt to click the lock checkbox.
You may send an email to the subcontractor for the Required Documents by clicking "Send" and they will receive a message with a Magic Link. When they open the magic link, they will have the option to attach and submit the file without having to login.
Here is how the default email looks like:
The Received section of Required Documents will show you how many were sent and how many were received back. Clicking on the number will show you which subcontractors have returned that document.
Note: You may also import the required document in behalf of the subcontractor by clicking + Import Required Document> Select the subcontractor from the dropdown> Drag and drop the file> click IMPORT
How to Delete Required Documents
Project Documents > Required Documents now features a Delete option. When reviewing returned documents, Project Managers and Administrators have the ability to delete any incorrect or unnecessary documents from their Required Documents folder by simply clicking the trash icon, and the file will be removed from the list.
There are a few rules as to which documents can be deleted:
1. If the document is required Pre-Contract, Delete would not appear if the subcontract has been locked.
2. If the document is required Pre-Billing, Delete would not appear if a sub bill has been created by the sub or GC/Accountant.
3. A Material Vendor List can not be Deleted if a bill is submitted.