In any industry, maintaining organized and consistent documentation is essential for success. With Buildertrend as your central hub for information sharing, you can easily manage the multitude of activities on the job site. Unlimited file storage facilitates seamless access, upload, and sharing of critical plans, whether you're on the road or in the office.
Create folders to organize files by job, with options to restrict or allow access to clients and subcontractors.
Files - General
Uploading and organizing Files
From the Files header, select Documents, Photos, or Videos depending on the file type you are uploading and/or organizing.
If the file is not job specific, make sure you select Global Documents/Photos/Videos from the job list on the left.
If the file is job specific, make sure you select the appropriate job from the job list on the left to ensure that all files are organized within that job.
Establish folders to organize your files by clicking Create Folder.
Give the new folder a title.
Set viewing permissions (e.g., internal team, clients, subs/vendors).
Save your new folder.
*Note: Folders created are document/photo/video specific and job specific. For example:
If you create a folder in documents, it will not automatically create the same folder in photos or videos.
If you create a folder for project "X", it will not automatically create that folder in project "Y".
Upload files into Buildertrend by selecting the folder you would like the file organized in and click Upload.
Click Browse to select the files you'd like to upload from your computer
Ensure the viewing permissions for the file(s) are accurate, edit the permissions if they are not.
Create a notification to go out to the individuals that have access to view the file(s).
Save when finished to finalize your upload.
You can also upload multiple files at once by selecting multiple files on your computer and dragging/dropping them into the appropriate folder in Buildertrend.
Mass actions with Files
Utilizing the checkboxes, select multiple files to perform mass actions such as:
Moving the files to another folder.
Editing the viewing permissions.
Attaching the files to features in the job
Emailing the files directly from Buildertrend.
Downloading the files to your computer.
Managing your Files
From the File Dashboard:
Use the action dots to the right of each file for options like:
Editing, downloading, or deleting the individual file.
Attaching the file to a job feature.
Generating a QR code to link directly to the file.
Annotating the file.
Commenting on the file.
Creating an RFI based off of the file
and more!
From the File itself:
Use the action dots at the top right of the file for options like:
Attaching the file to a job feature.
Generating a CR code to link directly to the file.
Share the file.
Make a copy of the file.
Creating an RFI based off of the file.
Open the file in a new browser tab (for PDF documents only).
and more!
Documents
Documents attached to features like Daily Logs are automatically organized into an attached documents folder, keeping everything accessible and organized.
Documents Overview Help Video
Requesting Signatures on a Document
Documents that require a sign-off from your client, internal team, or subcontractors can easily be handled within Buildertrend, ensuring deadlines are met in a timely manner.
To begin, navigate to Documents under the Files header.
Select the folder that contains the document that needs to be signed. Click the action dots next to the document and select Request a Signature.
You can also request a signature directly from the document by clicking the pen icon.
From the Add users dropdown, select all users who are required to sign, then click Add. After adding the necessary users, click Next to continue.
Next, fill out the Request signature fields, then click Review to proceed.
Due Date – Set a specific date or link the signature request to a schedule item for dynamic timing.
Reminder: Indicate when you'd like Buildertrend to remind the assignees that they have a signature request still pending. All assignees will receive this reminder.
Notification text: Allows you to add in additional information explaining what the document is and why the signature is being requested.
Review the signature request details, then click Send to deliver the request to the selected users.
The assignee(s) will receive an email requesting signature.
They can sign the document through the email request to submit their signature. You will receive a notification once an assignee has signed the document.
💡Pro Tip
Expedite the process by saving your signature in Buildertrend. Whether you type, draw, or upload it, your saved signature can be reused across documents, making the signing process faster, more consistent, and more professional each time.
The Contents column next to the document displays the number of assignees it's been sent to for signature, along with how many have completed signing.
Clicking the Signature Requests link allows you to view and manage all signature requests associated with the file directly.
Note:
Once a Signature Requests has been completed (on both web and mobile), the signature request will be locked. This prevents any further changes, cancellations, or resets, and makes all past requests read-only.
Annotating Your Documents
Buildertrend's annotation tools for PDF documents enhance collaboration and productivity by allowing users to highlight, comment, and mark up content efficiently. They improve document review processes by enabling clearer communication, organization, and easy reference to key information.
Annotating PDF Documents
Navigate to your documents from the Files dropdown menu.
Locate and select the .pdf file you would like to annotate.
Use the annotation tools available to mark up your .pdf document.
Expand for annotation tool information
Expand for annotation tool information
Markup Tool = manually write, draw, highlight, or erase
Stamp/Image = add an image or stamp (approved, not approved... etc)
Text Tool = add a text box or callout to type custom content
Line/Shape Tool = add custom lines or shapes
Annotated Documents - Version History
When annotating a .pdf document, each time you Save, this will create a new version of the document. This way each step of the collaboration and review process is documented.
Select the .pdf document that has been annotated and navigate to the Version History tab.
Photos
Effortlessly archive job site photos in Buildertrend, ensuring your team, subcontractor crew, and clients stay informed about crucial moments on the site. Customizable permissions enable you to create internal and client-facing folders, empowering clients to conveniently track weekly progress without the need for constant calls or emails.
Photos Overview Help Video
Photos attached to features like Daily Logs are automatically organized into an attached photos folder, keeping everything accessible and organized.
*Note: A 360° camera is needed to utilize the 360° photo feature.
Videos
Capture intricate job site details through video, perfect for walkthroughs, progress updates and more. Storing videos on Buildertrend offers an integrated experience, with customizable permissions to share them with internal users, subcontractors, and clients.
Video Overview Help Video
Videos attached to features like Daily Logs are automatically organized into an attached videos folder, keeping everything accessible and organized.
*Note: The size limit for an individual video upload is 5120MB and/or 15-minutes.
Files on the Mobile App
With Buildertrend’s mobile app, you can manage all your job files including Documents, Photos, and Videos from anywhere in the field.
Whether you're capturing progress, reviewing a contract, or sharing installation details, uploading and organizing files is quick and simple.
This ensures your entire team has instant access to the most up-to-date project information, keeping communication clear and work moving forward.
For a complete walkthrough on managing your Documents, Photos, and Videos using the mobile app, check out the Files on Mobile article.
Interested in Learning More? 📚
The Buildertrend Learning Academy is your one-stop-shop for your online education, whether you're new to Buildertrend or an experienced user looking to learn more.
If you have any questions or require additional support, feel free to chat with us, send an email: support@buildertrend.com, or give us a call at 1-888-415-7149. We’re always happy to help.