Fieldwire makes it simple to grant the right people access to the right information, thereby saving you the time and hassle of adjusting permissions for every document.

There are several ways to customize access to projects, plans, and files. Reference this cheat sheet when you need to know or adjust who sees what on your account and projects.

Account-level people settings

There are three types of users that can be added to an account: Account Managers, Account Users, and Project Users. Here’s how they differ.

Account Managers can create, view, and edit all projects within an account and can invite new Account Managers and Account Users. (Account Owners have the same permissions as Account Managers.)

Account Users can create projects and can access and edit projects they are assigned to. They can also invite new Project Users to the projects they create.

Project Users are users invited to individual projects. More about project permissions below. Learn more about account-level permissions in the Help Center.

Project-level people settings (Project Users)

Project-level permissions are specific to each project. There are three main types of Project Users: Admins, Members, and Followers. Here’s how they differ.

Project Admins can create tasks and categories, upload and rename plans, and assign tasks. They can also add markups, hyperlinks, and attachments to plans, mark tasks as verified, and delete projects. (Creating a new project makes you that project’s Admin by default.)

Project Members can create tasks, add markups, hyperlinks, and attachments to plans, and invite new Project Users to the project.

Project Followers can view plans, create new tasks, and add photos to tasks. Learn more about project-level permissions in the Help Center.

Want more? Learn all about permissions with these helpful articles.
- Forms: User Types and Permission Levels
- How to Use the People Tab in Projects
- What Is File Access Control?
- Account Management and Pricing
- User and Project Settings (YouTube)

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If you’re not using software like Fieldwire, chances are you’re wasting time searching for specific files just to keep projects on track… Am I right?

At Fieldwire, we know that wasted time and poor file management results in decreased productivity. Hence why we built an advanced file management tab for users to quickly upload, access, and edit important files with ease.

If you’re interested in learning how to use Fieldwire for successful file management, please take note of the following tips and tricks.

1. Save time and energy by linking files to plans

Instead of jumping back-and-forth between the Plans and Files tab on Fieldwire, simply link files directly to your plans for everyone to see. Just go to the plan, click the link icon, select the paperclip icon, and drop it onto the plan. You can then choose to add a new attachment, such as an RFI or submittal, or search for an existing file.

Extra tip: Fieldwire will automatically include a link back to that plan in the File tab for quick and easy navigation.

2. Restrict access to files to ensure privacy

Did you know that you can hide files within folders from certain users? From the Files tab, simply select the drop-down menu to the right of the pertinent folder, then select “Edit Folder Access.” This will bring up a pop-up menu where the project admin (only) can restrict a user’s folder access. If a user doesn’t have access to a particular files folder, the folder and the files within it will stay hidden from various views (Files tab, file hyperlinks, within a task, etc).

Extra tip: Having the ability to restrict access to files is super useful if you want to hide sensitive contractual information from external stakeholders.

3. Annotate files for quick & easy documentation

You’ve always been able to add markups and notes to your plans… But did you know you can do so on other PDF files as well? For example, you can search a submittal for a key phrase, highlight it in red, and note any issues to interact with your files quickly and easily.

Note: This feature is available on all platforms - web, iOS, and Android!

4. Add tags to files for a simple search process

If you don’t have your files organized in folders (yet), searching for the right document could take some time, especially as your project progresses. That’s where Fieldwire tags come in handy. Add tags, e.g. #change_order or #punch to files as you upload them, and filter by those tags to speed up your search process.

If you’d prefer to keep untagged files in organized folders, you can do that too. Simply head to the Files tab, select “+ New Folder,” and add new or existing files to that folder. This is the best way to stay organized and ensure nothing important slips through the cracks!

To learn more about successfully managing files in Fieldwire, please check out this Help Guide. And don’t hesitate to contact us if you have any questions about this topic.

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Inspections are part of every construction project, no matter how big or small. While maintaining quality and safety is paramount, they should not be the most painful part.

So, how can you speed up your inspection processes and still maintain high quality using Fieldwire Tasks and Forms? Follow these simple tips and tricks…

Use checklist templates to track outstanding tasks

Instead of creating the same checklist for multiple inspections, save your inspection checklists as templates. This way, you can easily add them to tasks at the beginning of a project for everyone to see. Standardizing your checklists will also provide consistency across your team and company.

As you conduct your inspections, simply mark each checklist item as complete (tick), incomplete (cross), or not applicable (hyphen). This is the most effective and efficient way of keeping track of outstanding tasks — ensuring nothing slips through the cracks when deadlines are tight and tensions are high!

Note: Fieldwire checklists are set up so that you can quickly and easily copy and paste existing checklists from a spreadsheet you’re already working from.

Duplicate tasks to save time during setup

To further speed up your inspections, duplicate tasks with checklists! All of the key attributes of that task will be included in each duplicated task you create. This is extremely useful when you have multiple rooms or areas across a jobsite to inspect!

To duplicate an inspection task directly on a plan, simply right-click on the task, hold down the shift key, and drop the task pin wherever you want it to duplicate.

Relate tasks to avoid rework

You can even create what we call “Related tasks” so that one trade knows when their work directly affects another’s.

E.g. If you have one task for fixing drywall related to another task for completing electrical wiring, your trades will know to coordinate with each other to ensure wiring gets done before the drywall.

Note: If you change a start/end date in one task, it will not automatically change the start/end date in its related task.

Use inspection request forms to ensure quality and safety

Inspection request forms, available to all Business and Premier users, are designed to ensure quality and safety throughout your project. Whether you’re in the office, on-site, online, or offline, you can use the Fieldwire app to generate an inspection request form.

We recommend using an inspection request form to keep track the location of an inspection, the date and time it took place, the results, any relevant photos or files, and the status of an inspection. E.g. “Approved”, “Approved as noted”, or “Not approved.”

Don’t start over. Edit forms in draft mode

If you need to change the information contained in an inspection request form, you can. You’ll just need to change the status of the form back to “Draft” first.

• If you’re a project administrator, click on the “Status” dropdown to change it from “Submitted” to “Draft” in order to edit the form again
• If you are not a project administrator, reach out to one to request the edits or ask them to change the status for you

For more information on how to complete, submit, and download an inspection request form, please read this guide.

To summarize, you can easily manage your inspections using Fieldwire tasks and forms. But if you have any questions or concerns please don’t hesitate to reach out.

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For some people, my parents especially, taking a photo or video can be quite a struggle. Not to mention the pain that comes with having to add markups, text, or special effects… 🤦

That’s why, at Fieldwire, we’re committed to making your life easier by simplifying processes around photo/video capture and upload.

From adding photo markups and tags to capturing video on Android and iOS, here are the most effective and efficient ways to leverage multi-media content on Fieldwire.

1. Markup photos on mobile to communicate site observations

You already know you can add markups to plans, but did you know you can add markups to photos? In seconds, Fieldwire users can add freehand lines, arrows, and/or text to photos to quickly and clearly communicate an issue, even without an internet connection.

Can’t find your marked-up photos? Marked-up photos will automatically save to the photos tab on Fieldwire for your entire project team to see

Extra tip for iOS users: Simply long-press on a markup to delete it from a photo or edit existing text.

2. Collect GPS coordinates in photos to use in Google Maps

At Fieldwire, we give you the option to collect GPS coordinates on all of your mobile photos. These coordinates are accessible from the photo tab on the web and are linked to an exact location on Google Maps. They’re extremely useful for pinpointing the precise location of a photo and for understanding project progress.

3. Capture 360° photos to document progress

Did you know that Business users can capture 360º photos using Fieldwire? Either link the Ricoh Theta S, Ricoh Theta V, or Ricoh Theta Z1 camera directly to the Fieldwire app and you’re ready to go! The photos you capture can be viewed on both the web and mobile versions of Fieldwire and are a speedy way to track exactly what’s happening on-site.

For more information on how to take 360º photos using Fieldwire, watch this short tutorial.

Extra tip: Project admins and members can upload 360º photos to the photos tab or attach them to plans. Followers, however, can only add 360º photos to tasks.

4. Attach existing photos to recent tasks

Did you know that you can add existing photos in Fieldwire to any task? Simply select the photo, click the ‘Actions’ button, and select ‘Attach to Task.’ Enter the name of the task in the search box and select ‘Attach Photo(s).’

You can even add photo tags from the ‘Actions’ menu which will help you group and search for photos more efficiently. Please read this help guide for more information.

Extra tip for web users: To locate photo details in seconds hover over any image with your cursor and the time/date it was taken will appear.

5. Save time by adding videos to tasks

Sometimes, when it comes to adding context to tasks, one photo just isn’t enough. And that’s exactly why Fieldwire enables video! Record and share videos from the field to communicate issues and observations in seconds! Just think of the number of photos you’d need to upload to communicate the same amount of information contained in one video.

For more tips and tricks on how to record a video on iOS and Android, please read this guide.

If you have any questions about this content, please email support@feldwire.com. And don’t forget we have plenty of help guides on other topics available in our resource center.

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Urgh, scheduling! Necessary for keeping projects on track but painful if you’re not using the right software.

Thankfully, though, you’re using Fieldwire! 🎉

With our construction scheduling software, you can easily organize, assign, and distribute work no matter where you are. By importing tasks, using filters, and truly understanding Fieldwire’s Gantt view, project scheduling becomes a breeze. Let me explain…

Are you sick of double data entry?

Use Fieldwire’s task importer to bring in multiple tasks from your project schedule. No matter whether your schedule is stored in Primavera P6, Microsoft Project, or Excel, simply export it as a spreadsheet and copy/paste all of the items into our task importer.

Here’s a quick overview of how to do that:

• Click on ‘+Import tasks’ in the top left while on the task tab
• Copy/paste each line item into the task importer
• Add priorities, categories, due dates, and an assignee to ensure that each activity is tracked and completed on-time

Tired of hosting meetings that never end on-time?

In your weekly schedule meetings, there’s no time to waste. That’s why we recommend planning your work directly from Fieldwire’s Gantt view. Here’s how:

• Move tasks around and extend dates by hovering over the task and dragging to the desired dates
• Drag and drop any tasks that still need to be scheduled from the right side of the screen to instantly add start and end dates

Extra tip: Everyone associated with a task will be notified in real-time about any changes, so there’s no need to send various email updates following a meeting.

Want to know more than just a tasks start and end date?

Add ‘Manpower’ to your Fieldwire tasks to track the amount of effort that’s required to complete work. The graph at the top of the Gantt view sums up the manpower intensity of all tasks in the view on any given day.

Use this information to sequence and plan your work based on your manpower restraints. E.g. How many workers do I need on-site on a given date to meet my deadline?

Wish you could isolate specific tasks?

Use filters to achieve your desired schedule view. For example, if you only want to see all tasks with the ‘Location’ of ‘Building 1,’ you would select ‘Filter tasks’ and search for Building 1 in the location field. By sorting and temporarily eliminating some noise from your Gantt or calendar view, you can truly focus on the task at hand!

Having trouble tracking dependencies?

If you’re having trouble tracking dependencies or managing subtasks, it’s time to create what we call ‘related tasks.’ Once you create a relationship between two tasks, they will both appear within each other anytime you open either one. This way, you know which task (or tasks) to complete first to keep projects on track.

Note: If you change the start and/or end date of a task, the start and/or end date of a related task won’t automatically change.

Need an efficient way to view task sequencing on mobile?

The last thing you want to be doing on-site is sifting through all of your tasks, trying to figure out what needs to be done next. To avoid this scenario and save time in the field, make sure all of your tasks have start and end dates. You can sort tasks by start or end date to ensure they appear sequentially in your task list on mobile.

For a full overview of task features on mobile, please read this helpful guide.

If you have any questions about these tips, please email support@feldwire.com. And don’t forget to check our resource center for plenty more Help Guides.

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