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How can I update my company’s general information, logo, or terms and conditions?

In this article, you will learn how to manage your company’s visual identity and legal frameworks within 12Build. By correctly configuring your logo, letterhead, and terms and conditions, you will ensure a professional and consistent image in all communications with subcontractors.

What will you find in this article?

  • Logo usage: How to set up your company logo, letterhead, and footer for email and PDF.

  • Terms and Conditions: Managing general terms and conditions, special terms and conditions, and disclaimers.

  • Automation: How documents are automatically added to your proposals and workpackages.

Summary

You manage your company’s identity through the settings for logo usage and terms and conditions. Here, you upload visual assets for your corporate identity and link legal documents that are automatically included with every Request for Proposal or specific Workpackage.

Terms and Target Audience

This article is intended for (sub)administrators responsible for company settings and corporate identity within 12Build. You will need up-to-date digital files of your logo (for letterhead and signature) and your terms and conditions (in PDF format).

Logo usage

Under the 'Logo Use' section, you determine how your company is visually presented in all outgoing messages.

  1. Go to the Logo Usage tab in your company settings.

  2. Upload company logo: Upload the logo that should appear below all users’ signatures. 

  3. Set up letterhead: Upload a logo for the letterhead at the top of all your communications. Here, you can adjust the placement and scaling as desired.

  4. Add a footer: Upload a footer image that will appear at the bottom of your documents and emails. 

  5. Preview: Use the buttons to view a preview of the email or PDF to see how the elements work together.

Terms

In the 'Terms and Conditions' tab, you manage the documents that form the legal basis of your requests.

  1. Navigate to the Terms and Conditions tab.

  2. Terms and Conditions: Add or edit your terms and conditions here. These are automatically sent to the Subcontractor with every Request for Proposal.

  3. Special Terms: Add specific terms that do not apply to every project. You can later link these to a specific workpackage.

  4. Disclaimer: Add a standard disclaimer that will be placed below your messages. [Image: Input fields for the disclaimer and document uploads for terms and conditions]

Frequently Asked Questions (FAQ)

Question: Are my terms and conditions always included? Answer: Yes, once you’ve uploaded your terms and conditions in the “Terms and Conditions” tab, 12Build automatically adds them to every Request for Proposal you send.

Question: How can I see if my logo is properly scaled on a PDF? Answer: In the 'Logo Usage' menu, you can click directly on 'PDF Preview.' This allows the system to generate a test document with your logo and letterhead.

Troubleshooting

  • Symptom: The logo appears blurry or distorted in the email.

    • Cause: The scaling is set too high, or the source file has too low a resolution.

    • Solution: Adjust the scaling in the Logogebruik settings or upload a logo with a higher resolution (preferably PNG).

  • Symptom: A subcontractor does not receive the special conditions.

    • Cause: The special conditions have been uploaded but not yet linked to the specific workpackage.

    • Solution: Check the workpackage settings to ensure the relevant special conditions are selected for sending.