When a project reaches completion and is ready to be moved to Closed status, it is best practice to request the Export of the Project records to be downloaded and stored outside the RedTeam Go system should they be needed for future reference or litigation. It is highly recommended that important project files be saved in more than one locations for added security and redundancy.

To request the Project Export, clients will go to Administration>Project Export and select the project to schedule the export, which will be queued to create during the off-peak hours. The administrator who requests the export will receive an email when the export is ready for download. The email includes a link to download the zip file, and details on how to best access the information within the export.

The export can also be downloaded from the Administration area under the Manage Project Export side. The file will be available for download for 10 Days. If the download expires before the user downloads, they can request again.

*Projects must be in an active project status to request the export, so if a project has already been moved to Closed, the project should be moved to In Progress from the Project List screen before the export is requested.

The email instructions detail the steps to follow to extract.

1. Download the zip file to your computer

2. Once the download is complete, Extract the Project Files from this zip file and click Browse to save it to a more permanent location on your computer or office network than the Downloads folder where the zip file is placed

3. Once saved to the desired location, locate and open the file named "menu" to easily view and access all the project files

Using the menu is the easiest way to access the information contained in the Project Export. The information is arranged in three columns; to the left are PDF Reports, the middle column displays files as they are stored in the Project Documents folders of the project, and to the right are the Correspondence logs.

What is all this stuff in the Zip file?!? The rest of the files and folders extracted from the Project Export are the documents and html pages that are opened FROM this Main Menu. This means that the Main Menu shown above will generally be the only file you will need to work from to access the desired files. All the other items in the download are the source locations of the supporting documents which open from the Main Menu page. Of course, you can always open these folders directly if that is what you are looking for!

Why are some folders empty? Some folders will be empty because they were used by older versions of modules or features that still exist on some projects so we can’t quite remove them yet!

One example relates to the Project Documents folder, found under the Project Documents column. For projects created since the updated Project Documents module was released, this folder will combine files saved to folders that had no automated content created for them by RedTeam Go. These folders include Permits, Safety Reports, and Testing Reports. On older projects these were just empty folders where clients could add files if desired.

Since there is no automated content created by the system for these folders, they are now treated the same as any other Custom folders and they will all display together in the Project Documents folder. For this reason, the Permits, Safety Reports, and Testing Reports folders will be EMPTY on the newer projects. These individual folders only remain in the Export for older projects that could still have content to be exported. We can expect these folders will eventually be removed. Here is the view of combined Project Documents with multiple custom folders.

Why do I get errors when I click on links in the Correspondence Logs? It is important to note that clicking on links or attachments from within the Correspondence Logs themselves will not always work. This is because the correspondence links were created to link directly to file locations within the actual project in RedTeam Go; not where they are now located in the Project Export. Since the project specific links in Correspondence will no longer be valid, those documents will be accessed via the Project Export PDF Reports or the Project Documents folders directly.