Please ensure that the administrator for Buildlogic has allowed access to the Document Register via the User Permissions page. The Document Register option is located under the ‘Core’ module.
The Document Register allows plans, drawings, company information or any type of document to be automatically attached to Purchase Orders and Contracts when sending a Purchase Order or Contract via the email function within the Buildlogic Web software.
The supplier/contractor may be engaged on multiple jobs. Once set up, the sending out of the appropriate document will apply to all jobs they are used on.
After access has been granted to the Document Register, a new icon will appear on the Jobs List page
Some initial set up is required for the Document Register function to work correctly.
The Buildlogic Client Administrator will need to set up Step 1 - Create Document Types for you
- Create Document Types (Client Administrator)
You can have many document types set up. An example of document types might be Architectural Drawings, Electrical Drawings, Company Information etc. To create a ‘Document Type’, select ‘System’ and then highlight ‘Document Type’ from the drop down.
Select the NEW button. Fill in the details on this page and SAVE. Create as many types as necessary. Please remember that the Document Type Code needs to be created without spaces, whereas the Document Type Description can have spaces.
- Link Suppliers/Contactors to Document Types
Now that the document types are set up, the suppliers/contractors who will be receiving these documents need to be linked to document type/s. To do this, go to the ‘Contacts list’ and select a supplier and click EDIT, select the new tab ‘Document Register Types’.
The list of document types that have been created are displayed, now select via the tick box which documents you would like this supplier to receive and click ‘Save Changes”.
- Attaching Documents to a Job
Go to the Jobs List page and highlight the relevant job. Click on the ‘Doc Register’ icon.
Select on the ‘New’ button
On this page the following fields are displayed.
Type – this dropdown displays all of the document types that have been created, if you have multiple types, simply click on the dropdown arrow to select the document type you wish to use.
Title – Add a title to this document, for example this might be the client’s name.
Version – Apply a version number here to ensure the correct document is being sent to suppliers if any subsequent changes are made to the document.
Distribution List – Emails (comma separated) can be entered here for any additional recipients that need to receive the document. For example, you may want someone internally to be copied in.
Auto Attach to Email – tick this if you would like Buildlogic to automatically attach and send the document to the supplier/contractor.
Notes – any relevant information can I be typed in the Notes section.
To attach the document, click on the ‘Browse’ button, find the document and upload, then click Save’.
Click on the ‘Back’ button to return to the Document Register List page.
When you create a Purchase Order or Contract for this job and supplier/contractor and email from within Buildlogic, the document/s will be available automatically attached to the email.