RedTeam Flex records information about all entries known as "metadata." In numerous locations within RedTeam Flex, this information can be accessed via Logs. Depending on what the log covers, metadata provides insight into a variety of topics: It may detail status changes, such as who committed or uncommitted a document, and at what time. It may detail communications or transactions, indicating when a document was printed or emailed, giving information about the sender and recipients. It may detail access, indicating when someone clicked an email link to view a RFI that had been sent to them. Or it may detail approvals, such as vendor invoice approvals.
1. View Metadata Logs
Metadata Logs are used to track data about the entries found in the Companies menus and Projects menus within RedTeam Flex. These logs are found in many different tabs within RedTeam, including a project's plans & specs, customer billing, employee expenses, RFIs, submittals, and vendor invoices. Among other things, the logs track document status, email recipients, and email engagement by recipients.
To view the logs, you will look for the blue Log icon in the far right column of each list of documents. For some tabs that have many columns, you may need to scroll right to view the log icon. When hovering over the icon, you will see a few of the most recent log entries. Clicking on the icon will open a printable popup window which displays all listed entries for the log.
Steps:
Find the Log icon in the Log column to the right of the page.
Hovering your mouse cursor over the icon will display a tooltip showing a potentially partial list of recent entries.
Clicking on the icon will open a popup window that may include much more detail.
2. Submittal Metadata Logs
For submittals, interactions are the same as other log entries. Hovering over the icon gives the preview and clicking the icon gives the full popup list. However, there are some additional complications to be aware of; Submittal Metadata Logs are tracking multiple stages of review and approval, so submittal logs are not a single entry.
Logs in the primary "Manage Submittals Workflow" window will give general status information, comments on the submittal, document uploads, and approvals information.
To view email details, such as who has been emailed about the submittal, you will need to navigate to the "Request for Submittal" and "Request for Approval" windows. To do this, click the menu icon (three horizontal lines) on the top left of the "Manage Submittals Workflow" page to go to the Submittal or Approval windows. The logs within these windows will show the email metadata for Submittal requests and Approval requests respectively.
Steps:
Hover over or click logs within the Manage Submittals Workflow window to view general information.
To view email metadata on Request for Submittal emails, click the menu icon in the top left and click Request for Submittals.
In the Manage Request for Submittal window, hover over or click logs to view metadata on submittal requests, including senders, recipients, and times.
To view email metadata on Request for Approvals emails, click the menu icon in the top left and click Request for Approval.
In the Manage Request for Approval window, hover over or click logs to view metadata on approval requests, including senders, recipients, and times.
3. Estimate Metadata
RedTeam Flex tracks changes that are made to the entries on a Project’s Estimate. The system records who made the change, what entry was changed, and the time the change was made. This information is the Estimate’s metadata. It can be found in the More icon of the estimate tab.
Steps:
Go to the project’s estimate tab.
Click on the more icon (three dots), found in the top right of the estimate tab, and click Metadata.
The estimate metadata will appear in a popup window with every recorded change arranged chronologically.
Clicking the plus icon to the left of the metadata entry will give additional information about the change.
4. Approvals Workflow Configuration Metadata
When changes are made to the Approvals Workflow for Vendor Invoices or Employee Expenses, RedTeam Flex tracks those changes and records them. The metadata is tracked separately by type of invoice (material or subcontract). The metadata records who made the change and when the change was made. Within the expanded metadata information you will find the details of which approval role was changed and what specific change was made.
Most commonly, access to the Configuration Menu is limited to small numbers of employees with specific roles that grant them the permissions.
Steps:
Go to the configuration menu and click Approvals workflow within the Accounting section.
Click the toolbox of the invoice type, then click Open.
Click the more icon in the top right, then click Metadata.
When viewing the metadata, click the + icon to the left of the entry to view expanded details.
