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How can I link budget rules, documents, descriptions, contacts, or schedules to a workpackage?

In this article, you will learn how to manage the specific settings for a workpackage, from adding documents to setting up contacts and schedules.

What will you find in this article?

  • Opening Work Item Settings: How to access the settings menu.

  • Managing documents and descriptions: Adding files and text for subcontractors.

  • Contacts and scheduling: How to link colleagues and set the timeline for each workpackage.

  • Internal information: Recording data that is only visible to your organization.

Summary

You manage a workpackage via the gear icon in the communication overview. Here you can upload documents, add external and internal descriptions, designate contacts, and create a specific schedule for each package. This information, if configured, is automatically included in the Request for Proposal.

Prerequisites and Target Audience

This article is intended for users who set up projects in 12Build. You need an active project with workpackages created to adjust these settings.

Open work item settings

All specific details of a workpackage are managed in one central location.

  1. Go to the Communication overview of your project.

  2. Locate the desired work package.

  3. Click the gear icon.

    • Note: A blue gear means no settings have been added yet; a green gear indicates that settings have already been defined. 

Manage documents and descriptions

In the settings, you can specify which files and texts the subcontractor will see.

  1. Click on the Documents tab (1). Here you will see any documents extracted from the specifications.

  2. To add additional files intended solely for this workpackage, click in the upload area or drag the files into this area (2).

  3. Go to the External Description tab to add text that will appear in the Request for Proposal. Here you can add, edit, delete, or copy a description from another Workpackage.

  4. Use the Internal Description tab for information intended only for colleagues. This text is never visible to subcontractors. 

Contacts and Schedule

You can assign specific responsibilities and timelines for each workpackage.

  1. Select the Contacts tab (1).

  2. Use the search function to find a colleague (2).

  3. Click Add (3) to link the colleague to the workpackage.

  4. Check the CC option (4) if this contact person should also receive all responses from subcontractors.

  5. Go to the Schedule tab to enter the specific dates for this workpackage. This schedule will be displayed in the Request for Proposal. 

Frequently Asked Questions (FAQ)

Question: Can I reuse an external description from another project? Answer: Within the workpackage settings, you can copy an external description from another workpackage within the same project.

Question: Where are the uploaded documents displayed to the subcontractor? Answer: Linked and standalone workpackage documents are displayed in the middle of the Request for Proposal text.

Troubleshooting

  • Symptom: My colleague isn’t receiving emails from the subcontractor.

    • Cause: The colleague has been added as a contact, but the CC function is not enabled.

    • Solution: Go to the Contacts tab and check the box in the CC column for the relevant colleague.

  • Symptom: I don’t see any documents in the Documents tab.

    • Cause: No folders have been linked yet, or the specifications have not yet been broken down for this workpackage.

    • Solution: Manually upload files via the Documents tab or check the link to the project’s document folder.