This guide provides a step-by-step approach to structuring your project files within the estimate backend, ensuring that all team members can easily access and manage necessary documents.
Step-by-Step Guide
1. Access to the Estimate Backend:
- Click on an existing estimate in your pipeline.
- Go to the Project file tab from the sidebar.
2. Create a File Structure:
- Identify Key Categories: Determine the main categories for your project files, such as 'Design Documents', 'Contracts', 'Budget Reports', and 'Client Correspondence'.
- Create Folders: Within the estimate backend, create folders for each identified category. This can be done by selecting the 'New Folder' option and naming it appropriately.
3. Upload and Organize Files:
- Upload Files: Use the 'Upload' button to add files to the relevant folders. Ensure that each file is named clearly to reflect its content and purpose.
- Use Subfolders for Detailed Organization: For larger projects, consider creating subfolders within each main category to further organize files by phase, date, or team responsibility.
4. Set Permissions:
- Define Access Levels: Assign access permissions to team members based on their roles. This ensures that sensitive information is only accessible to authorized personnel.
- Adjust Permissions as Needed: Regularly review and update permissions to accommodate changes in team structure or project requirements.
5. Maintain and Update Files:
- Regularly Review Files: Schedule periodic reviews to ensure all files are up-to-date and relevant.
- Archive Old Files: Move outdated files to an archive folder to keep the main folders uncluttered and focused on current project needs.
Best Practices
- Consistent Naming Conventions: Use a standardized naming convention for all files to facilitate easy searching and retrieval.
- Version Control: Implement a version control system to track changes and maintain a history of document revisions.
- Backup Regularly: Ensure that all files are backed up regularly to prevent data loss.
By following these steps and best practices, you can effectively organize project files in the estimate backend of Bolster, enhancing collaboration and project efficiency.