Video 14 of 26: Drawings to Site and Subbies

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Watch the Drawings to Site and Subbies video on YouTube

Watch the video walkthroughhttps://youtu.be/5PYdEX1BvZE

In this walkthrough, you'll take a drawing set into the Document Register, keep revisions clean, and get the right drawings to your sparky and to site. We'll use a four-sheet electrical set on a demo project.

The full series: 26 videos in Builder's Wheel order (Win, Set Up, Build, Move the Money, Govern)

Build an Estimate and Proposal Win
Multi-Trade Tender Win
Set Up Your Workspace Set Up
Add Users and Give Them Access Set Up
Company Settings: Get Your Documents Ready Set Up
Connect Xero and Map Your Cost Codes Set Up
Folder Templates and Project Documents Set Up
Document Templates vs Contract Templates Set Up
Email Templates and Sending Documents Set Up
Head Contract Setup Set Up
Build Your Programme Set Up
Subcontracts: Award to Executed Set Up
DS Site: Invites, Inductions and Site Sign-on Build
Drawings to Site and Subbies Build
Run Your Programme on Site Build
RFIs, Notices and the Project Inbox Build
Inbox to Xero: How the Money Flows Move the Money
Purchase Orders Move the Money
Process Supplier Invoices Move the Money
Subbie Claims: Inbox to Payment Schedule Move the Money
Retentions and Security Move the Money
Variations, End to End Move the Money
Provisional Sums: Allowances, Drawdowns and Over-runs Move the Money
Progress Claims to Your Client Move the Money
Budget and Forecasting Govern
Delegation of Authority Govern

Upload the set

Start in Project Documents, on the Explorer tab. Open the folder the set belongs in, here Drawings, then Electrical, and click Upload.

Upload is for a brand new set. If you're replacing drawings that are already registered, don't upload them again here. That's how duplicate sets happen. Use Upload revisions in the Document Register instead. We'll cover that shortly.

Split with KAI

Splitting runs in the background. Open Recent jobs from the clock icon at the top, then click Review.

KAI has named each sheet from its title block: E101, E102, E201 and E301. Rename or archive any page that isn't right, then click Done.

Promote to the Document Register

The four drawings are now in the Electrical folder. Tick them and click Promote. Promoting is what makes a file an official, controlled drawing in the Document Register.

Switch to Bulk, then click Extract Metadata, All. KAI reads the title block of every sheet, and the preview zooms in on the title block so you can check it.

Always check what KAI read before you promote. Here it got the drawing number, title, discipline, revision and status right, but read one revision date as 2008.

Fix it in the field, then click Promote.

All four drawings are now registered, grouped by discipline, each at Revision A.

Upload a new revision

When the consultant issues a new revision, go to the Document Register and click Upload revisions. Drop the new files on the left. Your registered drawings are listed on the right.

Deep Space matches each file to its registered drawing by document number. Here, E102 goes from Revision A to Revision B. Check the thumbnails and the details, then click Upload.

E102 now shows Revision B of 2. It's still one row per drawing, so there's nothing to tidy up later.

Click the revision pill to see every revision. Revision B is current. Revision A is marked superseded, and you can still view it or compare it.

Compare has three views. Side by side puts the two revisions next to each other, and KAI lists what changed, with numbered markers on the drawing. Here, the switchboard was relocated.

Overlay lays one revision over the other. Revision A shows in red, Revision B in blue, and anything unchanged in black. Use the slider to fade between the two.

Swipe puts a divider across the drawing. Drag it left and right to wipe between Revision A and Revision B on the exact same spot.

Uploaded a set twice?

If a set has already gone in twice, keep one copy registered and clear out the other. In the Document Register, tick the extra rows, open More, and use De-register or Archive. Loose duplicate files in Explorer can be archived the same way. From then on, every new revision goes in through Upload revisions.

Get drawings to your sparky

Now, to get the drawings to your electrician. Tick the drawings in the Document Register and click Create Transmittal.

The transmittal only offers the current revision of each drawing, so E102 goes out at Revision B.

6a. Sparky already on the project

Scenario one. Your sparky is already on the project, for example through their subcontract, so they're listed under This project. Tick them, add a cover message, and click Issue Transmittal. Each person gets their own email with a link to the drawings.

6b. Sparky not on the project yet

Scenario two. They're not on the project yet, so the search finds nothing. Add them to the project first. That way, they'll also get every future revision automatically.

From Home, click the project's card, then Project settings.

Go to Team. Under External Stakeholders, click Add Stakeholder.

Search your Company Directory by company name or business number, and attach their company. If they're new to you, register a new company here. Once the company is on the project, give their people portal access from the company's row.

Next, open Distribution List and tick your sparky, then save. Everyone on this list is notified whenever a drawing is registered, revised or superseded on this project.

In the Document Register, the Digest list button shows which list those update emails go to. Your sparky now shows under This project in the transmittal, just like scenario one.

6c. One-off send

Scenario three is a one-off, for someone who doesn't need to be on the project. Tick the drawings, open More, and choose Download as one PDF. You get a single file in drawing-number order to attach to your email. There's no transmittal record and no revision updates this way, so if they'll need the next revision, use scenario two.

Get drawings to DS Site

To get drawings to site, open Project settings, then Advanced, and turn on Automatically push Document Register documents to DS Site. New drawings and new revisions then go to site as they're registered, so site only ever sees the current revision. The second switch lets every subcontractor with portal access open registered drawings, even if they're not on the distribution list.

Drawings registered before you turned it on need one push by hand. Tick them, open More, and choose Push to DS Site.

Common questions

My subbie can log in to the portal, but can't open the drawings.

Registered drawings open for people on the distribution list. Either add them to the list, or turn on this switch in Project settings, Advanced, so every subcontractor with portal access can open them.

Will my sparky get the next revision automatically?

Yes, if they're on the project's distribution list. They're notified whenever a drawing is registered, revised or superseded. A one-off PDF download won't update itself.

Pages are missing, or extra pages appeared, after a split.

Split one set at a time, and check the page count in Review split pages matches your PDF before you click Done. Archive anything that doesn't belong, and if a set is badly off, let us know.

Drawings on DS Site look out of order or out of date.

DS Site shows the current revision of each drawing, in drawing-number order. If some look wrong, tick them in the Document Register, open More, and choose Push to DS Site.

Quick reference

New set: Upload into the right folder and tick Split
Check what KAI read, then Promote
New revision: Upload revisions, never Upload
Sparky on the project: Create Transmittal
Not on the project: add as External Stakeholder and to the Distribution List
One-off: Download as one PDF
Site: auto-push to DS Site in Project settings, Advanced

Need a hand? Email help@deepspacegroup.ai

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