RedTeam Flex's Online Planroom provides a convenient and efficient way to share plans and specifications, often larger than a megabyte per sheet, among team members both inside and outside of your organization. Keeping plans and specifications online and up-to-date over the course of your projects ensures that everyone on the team has access to the most current documents and saves time for everyone involved in a project.
1. Open or Share the Online Planroom
You can share Project information such as Plans & Specs, RFIs, Punch List items, and Submittals with your team members, subcontractors and vendors, owners, and anyone else you want by sending them a link to your Online Planroom. The settings for which items are shown in the online planroom can be configured in the Project Preferences, which is accessed by selecting the Project Setup icon next to the project status bar.
💡Tip:
Planrooms are only available for Projects in Request, Proposal, or In Progress status. Draft, Closed, and Cancelled Projects do not have active Planrooms.
Keep in mind that when using this link to the Planroom, you and your recipients will also need the Project number in order to access the Planroom. Requests for Quotes sent from the Project include direct links to the Online Planroom for that particular project, but the generic link here will require the user to input a Project number, company name, their name, and email.
To access the Planroom for a project from RedTeam Flex, simply click on the Home Menu icon within the project and select Online Planroom. This will open the Online Planroom for that specific project. You can copy the URL of the Planroom and share it with anyone outside the project team.
You can easily share the Company Planroom link by clicking on the Planroom icon in the top menu and emailing it directly.
Once your collaborators open the link, they would need to enter the project number, as well as their company information and email address.
2. Update Project Preferences for Online Planroom
Planroom Preferences:
RedTeam Flex's Online Planroom provides a convenient and efficient way to share your project documents with people outside your organization, ensures that everyone on the team has access to the most current documents, and saves time for everyone involved in a project.
To access your Planroom preferences, go to the Project Setup form and navigate to step 2: Project preferences. Then, scroll down to find the Planroom Preferences section. Here, you can choose which documents you want to share with your team, such as Plans and Specifications, Submittals, RFIs, Schedules, and Checklists.
Check or uncheck the boxes to choose what to display in your Planroom (applies to this Project ONLY). The form will autosave the changes.
If you want to restrict access to your planroom, you can use the option to secure it and allow only your Project Team to access it.
You can also use the Broadcast text box to send important messages regarding the project to visitors of the Planroom with ease.
3. Publish the Gantt Schedule to the Online Planroom
You can make a Project’s Gantt Schedule available in the RedTeam Flex Online Planroom so that it can be viewed and downloaded by field employees, superintendents, and subcontractors. To do this, you will publish the Gantt Schedule, and then commit the Schedule Update that it creates.
Steps:
From the Home menu icon, select Gantt Schedule
Click Edit in the top right
Click Publish
Review the Schedule information, including the Schedule and Rows Range and the Pagination (single or multiple pages) before exporting.
Click OK when ready.
When the export process is completed, navigate to he Manage Schedule Updates. Click on the menu and select Schedule Updates.
To publish the Schedule in the Online Planroom, click the tools icon and select "Commit" for the record you want to make available.
The Project Preferences must be set to include schedules in the online planroom for them to appear.
4. Upload a Schedule File Directly to the Online Planroom
Within RedTeam Flex, it is possible to upload a Schedule from a third-party scheduling program (i.e. Microsoft Project, Suretrack, etc.) directly to the Online Planroom.
To make a Project Schedule available in the Online Planroom so that it can be viewed and downloaded by field employees, superintendents, and subcontractors, you will upload a schedule file (such as .PDF or .MPP) directly to the Schedule Updates page of the project. Be aware that only the most recent schedule update will appear in the online planroom, but older schedule updates will be maintained within RedTeam Flex.
Steps:
From the Home menu icon, select Schedule Updates
Click the +New icon.
Fill in the required fields about the Schedule: Schedule Name, Schedule Author, and Anticipated Completion Date. Click Add File to upload a Schedule file from your computer (MS Project, PDF, etc.)
Click Save when you are ready.
To publish the Schedule in the Online Planroom, click the tools icon and select "Commit" for the record you want to make available.