Company vs. project
| Term | Means |
|---|---|
| Company level | The left menu. Your people, roles and list of jobs. Shared by every job. |
| Project level | Inside one job. Drawings, RFIs, submittals — they exist only in that job. |
| Project team | Who can work on this job. Separate from being in your company. |
| Distribution group | A named list of people who receive things. Not the project team. |
Status vs. person
| Term | Means |
|---|---|
| Status | What stage a document is at — Open, In Review, Answered, Closed. |
| Ball in Court | The person who has to do something next. Moves independently of status. |
| Outstanding | Still owed. Nobody has it yet. Not the same as In Review. |
| In Review | A reviewer has it and is working on it. |
| Overdue | The review time ran out. |
Draft vs. done
| Term | Means |
|---|---|
| Draft | Started, not turned in. Nobody notified, nobody waiting. Visible only to you. |
| Submitted | Turned in. Notifications sent. It’s a record now. |
| Uploaded (specs) | The file is in and being indexed. Not usable yet. |
| Published (specs) | Live and searchable. Nothing works until you publish. |
| Published (templates) | Available to fill out. Editing a published template saves a new version. |
Documents
| Term | Means |
|---|---|
| RFI | Request for Information. A question when the documents don’t answer it. |
| Submittal | A package sent for approval before you build or order. |
| Change Order | A proposed change to contract cost and/or time. |
| PCO | Potential Change Order — the GC’s tracking number for a change in progress. |
| T&M ticket | Time and material record for extra work, signed on site. |
| Cost code | Your internal bucket for tracking the money. |
| Transmittal | A cover record proving what documents you sent, to whom, when. |
Numbers that look alike
| Term | Means |
|---|---|
| Submittal number | Identifies the item. Doesn’t change. |
| Version | Which iteration of that item you sent. |
| Revision | The resubmission count after a rejection or a revise-and-resubmit. |
| Drawing date | When the designer issued the sheet. |
| Revision date | When that version entered your set — the one that matters on a claim. |
Fields
| Term | Means |
|---|---|
| Number vs. Quantity | Number stores 12. Quantity stores 12 CY. Use Quantity when there’s a unit. |
| Global vs. This Project | A Global template is on every job you run. This Project lives on one. |
| Visible To / Edited By | Per-field permissions — who sees it, who can change it. |