Required Documents in Schedules

What are Required Documents?

"Required documents" are documents that must be linked in a project schedule task before the task can be marked complete, such as permits or surveys. By linking documents to the schedule, users are able to maintain all necessary documents connected to a project in a single place. 

✐ Note: You can always look up unfamiliar terms in our Comprehensive Glossary of Key Terms. Key terms are bolded, italicized, and in quotation marks. Ex: "Bill"

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Why did we do this?

Previously, it was a challenge to keep track of which documents were missing in order to get projects ready for construction. We needed a method for both defining which documents were required and then tracking the status or progress of them.

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Managing Required Documents in Schedules

1. Setting Document Requirements

A document requirement can be set at the schedule template level. Users can set the document category, add watchers, and/or upload sample documents at this point as well.

Setting the category for the document requirement at the schedule template level will automatically categorize any documents that are uploaded to satisfy that document requirement on the project level moving forward.

Roles can be assigned as a watcher at this step (ex: construction coordinator, pre-con project manager, etc.). When a change or update is made to this document requirement on one of their projects, the watcher will receive email notifications.

Once the schedule template is published and applied to a project, any tasks that have a document requirement tied to them will show a file icon on the far right of the screen.

2. Upload the appropriate document

Schedule tasks that have an associated document requirement can not be marked complete until the document requirement has been met. If the required document has not been uploaded, the task status drop down will show 'Complete' grayed out. 

To upload a required document, users can open the side panel and navigate to the 'Files' tab. The information for the required document can be located at the bottom of that tab, such as the required document's name, total number of required documents for the task, as well as any sample document files.

✐ Note: Required documents must be added under the "Required Documents" section to unblock the task status - not simply in the "Documents" section.

3. Complete the Schedule Task

Users can see the number of documents uploaded vs. the number of documents required under the 'Files' tab in the side drawer. Once the required document(s) have been uploaded, the side drawer will show a green check mark, a green dot will appear on the file icon, and users can mark the schedule task complete.

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Questions? Feedback? Email us at Product-Support@Homebound.com or chat with us in Blueprint!