Help & Support Guidebook

Main Office

AEC Repro | Buildflow

44 West 39th Street

New York, NY 10018

Customer Support

Monday – Friday

8AM – 6PM

866 243 2321 Toll Free

212 624 9474 Phone

docs@buildflow.com

buildflow.com

V1 April 2017

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Table of Contents

Home Page – page 3

Administration – page 5

Users - Employees & Reps

Company Permissions

Project Document Permissions

Projects – page 7

My Projects

All Projects

New Project

Project Details

Navigating Groups and Folders – page 10

Document and Group Icons

Common Document Groups

Document Search

Adding and Viewing Documents – page 14

Upload Methods

Document History

Document Viewer

Contacts – page 18

Company Contacts

Adding a New Contact

Project Contacts

Document and Order History

Ordering Documents – page 24

Placing an Order

Downloads

Order History

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Home Page

The Home screen is your entry point into BuildFlow where you can get quick access to information and

stay focused on the projects you are working on.

At the very top of the home page, you have options: a link to all Projects, all Company Contacts, a link to

our in-house messenger service, Admin options, your Profile, and a link to our Help & Training site.

Help can also be accessed by clicking the Help Beacon (question mark icon) from the bottom right.

My Projects

All of the projects that you are working on from within your company are listed here. To add or remove a project click on Go to All Projects then click on the star icon.

Message Board

Company-wide messages and/or files can be posted here. Company Administrator access is required.

RFIs by Project

Projects that feature RFIs are displayed on your home page, along with related information. This is an optional module, and is turned on only by contacting Customer Support.

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Projects you have been invited to

Other companies can invite you to work on their own projects on Buildflow. These invitations will appear on your homepage.

Buildflow Accounts

Should you belong to multiple accounts, Buildflow gives you a quick link to log in from this screen.

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Administration

Before you get started, it’s important to set up your company’s list of employees, as they’ll need access to

start working on your projects. Administrators have the highest level of access in Buildflow and are the

only users that are able to add or remove employees from your company.

Enter admin from the top menu. Filters on the left will help you sort through current users based on

categories. You can add a new user by clicking New User at the top right – but only with administrative

rights.

New Employee: areas in red are

mandatory to fill out. Make

sure to include as much

information as possible, though

information can be edited after

users are added.

Reps are users that do not fall

under your company, but need

the same level of access /

permissions.

Groups: Depending on your

Buildflow account, you have the

ability to set up contact groups.

Contact Sales or Customer

Service for more information.

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Permissions: set up company permissions from the start, or edit

in the future.

Company Permissions – default permissions are set based on the level that you’ve selected upon creating a new user.

Here is an example of company permissions.

Project Document Permissions – You can also see the breakdown for project documents:

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Projects

You can access your company’s project directory from all pages (by clicking Projects at the top) or from

the home screen, by selecting “Go To All Projects”. Using the left filter options will help you narrow down

what you’re looking for. With our search tags, you can filter by location, document type, and so on. Along

with our keyword search, projects are easy to locate.

Archive

Projects after 90 days of inactivity are automatically sent to the archive. To bring a project back as active, simply click the project, edit its Project Details, and change back to active.

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New Project

Click New Project at the top right and fill out as much information as you can (fields in red are mandatory).

Notifications

You can select recipients for document updates, as well as include fellow employees on any invitations to bid or project invitations to consultants. You can edit this at any time, and your options for people to include will open up as you add more Project Contacts.

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Project Details

After you’ve created your project, or by entering an existing project, you are able to add and edit the project details. This includes the basic project information, bid information, renderings, and the notify list. You can also view related search tags as the document list grows.

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Navigating Groups and Folders

Every project has a pre-set folder structure, which is created based on the common organizational needs

for most projects. Templates can also be customized to your personal needs. Before delving into the

default template itself, here are the common icons you’ll come across on Buildflow.

Group and Folder Icons

Document Group - A high-level container for organizing related documents in folders.

Document Management Folders

1. Customer Support: We are the team that supports your documents.

2. Preflight: Files are converted, separated, reviewed, renamed and organized, regardless of how

they are submitted.

3. Indexing: Key information like spec code, drawing number, title and date are entered for each

document.

4. Conformance: We manage and maintain the master conformed full set of drawings and specs for

every project including milestone sets, bulletins, addendum, etc.

5. Search Tags: We are in charge of adding “your organization” specific search tags to documents

like location and floor, which makes searches fast and accurate.

No Document Management Folders

1. Dropbox-like Functionality: Similar functionality to Dropbox, removing the need for multiple file

sharing applications.

2. Immediate Availability: Files are available immediately after upload.

3. Native Format: Files remain in their native format.

Contains Files

Does Not Contain Files

Conformed Full Set – The most recent version of the documents.

Restricted Access – Access and Permissions have been set on the group or folder.

Modified Access – Access and Permissions have been modified on the folder.

Subfolder Template – A preset subfolder template has been applied to the folder.

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Document Icons

Versions – There are multiple versions of the document.

Annotations – There are marked up versions of the document.

Attachments – There are file attachments.

Document Link – There are linked documents within Buildflow.

RFI – There are RFIs related to this document.

Project Template

Your default template* organizes all of the projects’ uploads, and can be collapsible (by clicking the icon with three lines) should you want the main window to expand. Click the small arrows to the left of each group see the subfolders beneath, and click the name of the folder to enter in the large window.

*Please note that not every project or company will feature these exact templates. Contact customer

support to customize or make changes to the folder structure for your project’s needs.

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Document Search

As everyone continues using BuildFlow, a vast number of project documents and files are securely stored in a central repository. It is essential that you are able to obtain search results quickly and efficiently. Accurate search results are paramount, BuildFlow combines industry proven and organization specific search tags applied exclusively by a knowledgeable Customer Support Team to achieve this.

You can search for documents in a variety of combinations to quickly find what you are looking for.

Text Search

This will search the following database fields: Drawing Number, Title, and Document History Title.

Search Tags

Dynamic – As you select, only related search tags will be displayed, automatically refining the available search criteria.

Non-Dynamic – Choose this option when you require documents across multiple Search Tag Groups. Example:

searching the 1st Floor of multiple locations for all Architectural drawings.

Find a Search Tag in any group by entering a keyword.

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Common Document Groups

A/E Team

This group is for the architects and engineers to coordinate drafts, meeting minutes, and documents related to their companies. These groups are secure and private to only those that are given permission at the Project Contact level.

Construction Team

Similar to the A/E Team, this is a location for all of the GC/CM’s documents. There is a Submittals module, which is an added system, including an active log, which is available on a per-project basis. Contact Customer Support or Sales to turn on this feature.

Drawings & Specifications – Master Conformed Full Set

This is the most common document group. The Master

Conformed Set is managed by our team of Document Control

specialists, who will rotate, rename, and fully index each drawing

and specification, keeping your project up to-date.

Each subfolder category can be named and organized according

to your company’s standards. Corresponding AutoCAD or

unmanaged documents can be submitted beneath the managed

versions (see Working Files).

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Adding and Viewing Documents

Once you have an understanding of the folder structure, and know where you’ll be directing your files,

uploading the documents is easy. Simply locate the destination within the related Document Group,

Create a New Folder, and add your files. Here is a step-by-step for uploading Managed Documents.

Adding Managed Documents

1 – New Folder - Make sure to create the destination folder in the correct location, depending on the update and document type.

a. Using a uniform folder naming convention starting with the date helps keep the folder structure organized.

After you create this folder, it will automatically refresh in both the left and right windows:

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2 – Add Documents

a. The Document History title is inherited from the folder title and can be changed. b. If there is a Conformed Full Set folder, advise if the documents in this submission should

be updated.

c. Select your delivery method: i. Upload will directly send files to the Buildflow servers. ii. Request a Pickup: a messenger will be dispatched. iii. Drop Off: Drop off at our office location – 44 West 39th Street, New York

NY (between 5th and 6th Avenue, Ground Floor), 8am-6pm iv. Email / Alternate Link: Third party links i.e. Dropbox, ShareFile, etc.

d. Special Instructions: enter for any color files, time-sensitivity, file naming conventions, etc.

e. Select those from your project team to be notified by editing the distribution list.

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3 – Choose Files

a. Select your files (make sure your pop-up blocker is turned off to allow Buildflow access), and wait until the upload reaches 100% and the files are listed. Remove or add more files to continue.

b. Close Upload Files Window, and view a quick confirmation that files will now be processed by our team* (there is a turnaround time between 1-3 hours, depending on the size of the upload. If a priority, indicate in the special instructions as a rush).

c. Place an order from here, or wait until your email confirmation for the files to reach the site. Go to Document History to view the newly created update, and its status:

Uploading Unmanaged Documents – original format, instant upload.

1 – New Folder - Make sure to create the destination folder in the correct location, depending on the update and document type.

2 – Upload Files – The Document History title is inherited from the folder title and can be changed

3 – Notify – select who you want to notify via email.

Access & Permissions – additional security can be set on a folder by modifying the folder settings for members of your project team. Only folder admins

can do this.

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Viewing Documents

Once files have been uploaded to the site, you are able to view them, either within the same window or in a pop-up window. This viewer contains additional important information related to the document at hand.

Master Conformed Set - looking at the Document List below, you’ll see the listed trades, with each

drawing number, title, issue date, and when it was posted to Buildflow. The latest documents are green

and underlined.

You’ll also see icons to the far right which indicate documents that have RFIs, annotations, or attachments.

Click the file name or title to view. On the left side of this new window, you’ll find a menu with the following features:

Document Information & Versions

Click this icon to expand and view key information, like title, document history number, and toggle between the older versions, should they exist in the

project. Click this icon to send the document to anyone via share link.

Annotations - Expanding the annotations not only reveals the document’s history of mark-ups, but allows you to either use mark-up tools to annotate the current document, or a previous mark-up.

Attachments -Add attachments to this specific document, including any external drawings, images, etc.

RFI -You can initiate a new RFI, or add to an existing RFI, should this module be turned on for the project.

Search Tags – See all associated search tags applied specifically to this document.

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Contacts

Buildflow gives you the ability to maintain a directory of contacts, those of which can be added to specific

projects and given access and security based on their needs. You can access your global contacts from

any screen, by clicking the link at the top menu.

You are able to filter your existing contacts according to industry type, as well as addition

locational/workforce type tags. Here’s an example of how to filter a Concrete subcontractor from the

master list:

You can also simply search by keyword:

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Or sort alphabetically:

New Company

To add a new contact, go to the top right, and click New Company. It’s mandatory to give a name / select

an industry type when filling out the details:

When adding employees to this contact, it’s important to include as much information as possible, as

Buildflow access relies on email address, and recipients for print orders must include an address/phone

number:

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Project Contacts

When adding contacts to a project, there is a tier system of Buildflow access and permissions, set within

your Project Team.

Project Contacts is accessible by entering the project at hand, and selecting from the template on the left

side, present in every Buildflow project. Once selected you’ll see your project team, broken out into

Employees & Reps (highest access level), Consultants (Architects, Engineers, etc.), hired Subcontractors,

and then Bidders, and Guests (lowest access level).

Adding Project Contacts:

1 – Click Add Employees, should they be Employees / Reps (make sure to add these contacts first from the

Admin menu). If belonging to any other designation, go to the far right of that particular row. Highlighted

below would be where you could add an Architect:

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2 – This will then take you into your Contacts directory (accessible from the top menu). If you are adding

to a specific industry type, this will queue up the related companies. Companies already added will have a

checkmark already next to the name:

3 – If listed in your directory, expand the companies to view employees. You can invite everyone in the

company (allowing them to police themselves, i.e. add other users), or add specific people to your

project:

4 – Invite: You can choose to invite upon adding, or save for later. Add to Project Contacts.

5 – Track: Once added you’ll be able to monitor these users’ activity on the site, in Project Contacts.

Expanding the companies will show the dates of first/last invitations, whether or not they’ve signed

in/created passwords, as well as any order information.

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Bidders

When adding a bidder, Buildflow allows for keeping track of bid responses, through the invitation email

itself.

You can preview this invitation by going to your Project Details, where you can also edit Bid information:

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Project Contact – Edit and Track – click the company name to find additional information.

Project Contact Status – to change

contact type, or bid response.

Company – to edit company

information (this will bring

you to the same form you

originally filled out for

adding a new contact).

People – add or edit employees, as well as modify user access:

Document History – view all uploads by this company:

Order History – view and track all order history for this company, as well as delivery history:

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Ordering Documents

With our 14,000 SF print facility and in-house messenger service located in Midtown Manhattan, ordering

printed copies of your documents is easy through Buildflow. We also feature Fed-Ex / UPS services, for

long distance orders. Buildflow also allows for downloading and tracking those links, so that you can

ensure delivery for all major issuances.

Placing a Print Order

1 – Go to the folder (i.e. Master

Conformed Full Set) that you

wish to order from, or find the

Document History ID number

for the documents.

2 - Select all, or cherry-pick only

the files you need – you can

select by trade, or by document.

These selections will highlight as

yellow.

3 – At the very bottom, you

should see a count (“Selected 9”

in this example) for the number

of documents you’ve selected.

You can click that link, and it will

display only these files.

4 – Select Order to continue to

select recipient(s), and Edit.

5 – Select Download to instantly

download directly your

computer.

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Select Order Recipients – brings you to your project contacts – select, or add new contacts right from this

page. Once you’ve selected your recipient(s), click Next.

Order Recipient Details - Default orders (100% Full Sets, or download orders, depending on the contact)

will appear. Modify each respective order by clicking Edit. Place Order once editing is submitted (see next

page for how to edit).

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Edit Order

Order More Sets to send different sizes

Change quantities for multiple sets

Small format - 8.5x11 (typ. Specifications, letter-size)

Large format - drawings 11x17, 24x36, 36x48, and above

Binding options appear in drop-down menus

Special Instructions – add for rush orders, color, etc.

Add any transmittal, bid, or recipient notes.

Select from our various delivery methods.

Submit when all changes are made.

Place Order to finish

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Order Confirmation – this 6-digit number will appear at the top right after you Place Order from the

details page. It will come in handy to reference if you have any questions for Customer Support.

You can track this order’s delivery and/or download status but going to Order History:

Resend download links if necessary: