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How can I split a document and link it to a workpackage?

By breaking down a comprehensive set of specifications or tender documents, you communicate only the information relevant to a specific subcontractor. This eliminates the need for them to search through large documents, increasing the likelihood of a faster and more accurate proposal.

What will you find in this article?

  • Work Component Settings: Where to find the feature to edit documents by specialty.

  • Selecting documents: How to activate the split function within a project.

  • Split document: Selecting specific pages and naming new files.

  • Result and display: How the split document appears to the recipient.

Summary

You can split a specification by selecting specific pages via the workpackage settings and saving them as a new document. This split document is displayed directly in the Request for Proposal, allowing the subcontractor to immediately see the correct information without having to scroll through the entire specification.

Requirements and target audience

This article is intended for general contractors who want to optimize their requests for proposals. To split documents, the source file (such as a set of specifications) must be located in the Split Documents folder.

Note: Is this option not visible? Ask your (sub)administrator to enable it in the Company Settings.

Step 1: Work Component Settings

Splitting occurs at the workpackage level (e.g., 'Painting' or 'Roofing').

  1. Go to the Communication tab.

  2. Click the gear icon next to the relevant workpackage to open the settings.

    • A green gear indicates that no settings have been configured.

    • A blue gear icon indicates that settings have already been added. 

Step 2: Select Documents

Once the settings are open, you can edit the document:

  1. In the pop-up, go to the Documents tab.

  2. Click the Cut button. 

Step 3: Split document

On this screen, you determine which part of the specifications is relevant:

  1. Select the source file you wish to split.

  2. Rename the file to something recognizable for the specialist.

  3. Enter the page numbers associated with this workpackage.

  4. If you need to add multiple individual pages or sections, click Add to open an additional field for page numbers and a file name.

  5. If you wish to split another section immediately after this file, select Split another document.

  6. Click Split Document. 

Steps 4 & 5: Document split successful

After clicking the button, you will see a progress screen. Once the process is complete, the new document will appear in the list under the Work Package.

In the final Request for Proposal, this specific document is now positioned in the middle of the request, rather than at the bottom with the general project documents. This ensures maximum attention from the Subcontractor.

Frequently Asked Questions (FAQ)

Question: Where can I find the original document after I’ve split it? Answer: The original specifications remain unchanged in the “Split Documents” folder. Splitting simply creates a copy of the selected pages for the specific Workpackage.

Question: Can I split a single document into multiple workpackages at the same time? Answer: You perform the split per workpackage. However, in step 3, you can use the "Split another document" option to quickly process different parts of the same source file one after another.

Troubleshooting

  • Symptom: I don’t see any documents to split in the list.

    • Cause: The source file is not in the correct folder.

    • Solution: Ensure that the specifications or tender documents have been uploaded to the folder named "Split Documents" under the "Documents" tab.