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How can I link my document folders to my workpackages?

Linking document folders to workpackages is an efficient way to speed up your bidding process. This link automatically preselects documents from specific (sub)folders in the document matrix when you prepare a Request for Proposal.

What will you find in this article?

  • The benefits of linking folders: How automation prevents errors and saves time.

  • Setting up folder linking: Step-by-step instructions for creating the link.

  • Verification in the document matrix: What you see when submitting the request.

Summary

By linking document folders to workpackages, associated files are automatically selected for the appropriate subcontractor. You activate this via the Link Folders button in the document overview, after which you specify for each folder which workpackage it belongs to.

Requirements and target audience

This article is intended for general contractors who organize their projects in 12Build. You must have already uploaded the project documents, and the workpackages (such as 'Painting' or 'Concrete Work') must have been added to the project.

Setting up Folder Linking

To set up automatic selection, follow these steps:

  1. Within your project, go to the Documents tab.

  2. Click the Link Folders button in the top-left corner of the document overview. 

  3. An overview screen will appear showing all the document (sub)folders you have created.

  4. Locate the relevant folder and select the corresponding workpackage in the column next to it.

  5. Repeat this for all folders that belong specifically to a particular specialty.

  6. The settings are saved immediately.

Verification in the document matrix

Once the link has been created, you’ll benefit from it when sending requests:

  • When you create a Request for Proposal for a linked workpackage, the documents from the selected folders are already checked in the document matrix.

  • All you need to do is quickly check the matrix for any general documents you also want to include.

Frequently Asked Questions (FAQ)

Question: Can I link a single folder to multiple workpackages? Answer: Yes, if the contents of a folder are relevant to multiple specialties, you can link this folder to all those workpackages so that the documents are preselected everywhere.

Question: What happens if I add documents to a linked folder later? Answer: New documents placed in an already linked folder will be automatically recognized during the next Request for Proposal and included in the selection.

Troubleshooting

  • Symptom: The "Link Folders" button is grayed out or not visible.

    • Cause: No workpackages have been added to the project yet, or no folders have been created.

    • Solution: First, add the relevant workpackages under the 'Communication' tab and ensure that a folder structure is in place under 'Documents'.