Projects
Change log:
17/04/2023 RN 4.6.5 Site Address
29/05/2023 RN 4.6.8 Site Contact
12/06/2023 RN 4.6.9 Project Stage and Project Group
Overview:
Projects in Upvise are equivalent to Jobs in Workbench. Projects are one of the core functions in Upvise containing a large amount of data including but not limited to:
Daily Diaries (Timesheets)
SWMS
Site Inspections
Toolbox meetings
Site Inductions
Emergency Response Plans
Health and Safety Data etc.
In Upvise Projects, you can also attach documents and photos, organise project milestones, attach and mark up drawings and plans, and schedule staff and equipment to the project Calendar.
They are created in Workbench and automatically imported into Upvise.
Project Attachments
To attach a photo or file on your mobile:
Tap + in the Project View and select Take Picture
Select Take Photo to open your mobile camera and take a picture that will be attached to the Project
You can also upload a photo from the Gallery, or link an existing file from Google Drive or Dropbox.
To upload a file or photo in your web account to a PROJECT:
Click on the paper clip icon and select Attach File
Select a file to upload from your local computer drive, or an existing file to link from Google Drive or Dropbox
You can also upload a photo taken from your computer webcam
Files, Photos and Plans are listed in the Project view main screen.
Floor Plans
To upload a PDF Floor Plan in your web account:
Click on the paper clip icon and select Upload Floor Plan from PDF
Select a PDF floor plan to upload from your local computer drive
Note that you can add annotations (notes, free drawing,...) to Pictures and Floor Plans on your mobile.
Photo’s can be taken against the plan on the mobile.
Marked up Drawings can be added to plans via android devices only (apple does not support this function)
Integration
Workbench Jobs will sync to upvise as a project as long as the “SYNC TO UPVISE.” field is ticked in Job Maintenance.
To finalise a Project, in workbench you need to tick “finalised” in Job details. The Upvise Project will Auto-archive in the next scheduled sync and no longer will be selectable on forms.
The SYNC TO UPVISE flag should be retained.
Dates
Where you set a project start date in Workbench “references and dates” job maintenance, this will sync to Upvise as the start date in Upvise.
Where the date is set for today or any future date, it will be considered as "Not Started" in Upvise. It will then appear on a "Not Started" project list until the specified date passes. Once the date has passed, it will become available in the live project list.
The workbench Site address syncs to the Project address fields in Upvise.
Turn on control parameter “BETA FEATURE - Structured Addresses” by changing the value to “Yes”
Turns on Structured Addresses within Workbench application and integrations allowing the address information to seamlessly sync to Upvise in the correct Address fields. You will notice now on your workbench Jobs, that the address structure is easier to read and enter data.
2. When selecting "Site Address" on the workbench job, this auto-populates the address fields on the job in workbench
Alternatively you can manually enter the site address details into the address fields:
Street Line 1
Street Line 1
Suburb
City
State
Country
Post Code
You can also run a utility “wbUtilityInitialiseStructuredJobAddresses” to bulk populate the addresses from pre-selected site address field.
3. You can also select the “Site Contact” in the addresses tab to update your client contact in the Upvise Project.
4. After the updates have been made for the site address and site contact, click “Save” and then navigate to the upvise integration screen to trigger a sync by clicking “export/Import”. This will occur automatically every hour.
5. In upvise, you will see that the Project address and site contact is now updated, check this by:
go to project
click “Info”
you will see the address and client contact are both updated
see “Map & Geocoding” to geocode your addresses below.
Workbench Job Status syncs to Upvise Project Stage.
Workbench Job Type syncs to Project Group, where there is a setting "Upvise Project Group Sync Basis" where you can switch this to "Profit Centre" instead if needed.
Project Group
Project Stage
See Project/ options:
This can be used for easier filtering on the web and mobile:
How do I change a Job Code in Workbench & related Project Code in Upvise?
Screen Guide:
Navigate to Projects in upvise by clicking on the Menu button and selecting Projects.
You can sort by using the column filter in Upvise Projects or by using the global search function at the top of your screen in the web.
The projects appear in the project list. If you have appropriate permissions, you can see all projects by changing the user in the top right corner from your user to “Everyone.” Click on the Client field to see their details in Contacts. Administrators can see all projects, as can managers, Standard users can only see projects they are the owner of or projects with no owners.
Clicking on a project line takes you to the project details:
You can edit, attach files, or add Tasks, Forms, Jobs, and other functions using the menu bar at the top and selecting the desired icon.
To see and add Jobs or Calendar events, select the appropriate option. Use the + button at the top to add more of the item you selected.
Forms are also grouped together for quick access. This is especially useful for frequently accessed forms like diaries and site meetings.
The dashboard is a convenient visual representation for various project indicators.
Timeline shows a Gantt chart of Project Milestones (Job Work Centres in Workbench). Clicking on a line navigates to that project. You can access individual project milestones in Upvise by clicking on the project, Schedule and you will see more details for the Project Schedules (Job work centres).
The Schedule times are dependant on what is set up in workbench so ensure that these are set up first before syncing the project
Project Schedules (work centres) only sync once from Workbench. If you delete a work centre from a Job in workbench, you need to manually delete the work centre in Upvise. If you add a new work center to the Job in Workbench, you can sync this across in Upvise Integration.
Punch Items shows statistics and charts for punch items across available projects. Click on a segment to see the details of that project.
Time shows a chart of hours attributed to each project.
Budget shows budgeted amounts for each project. This data is not synced across from Workbench, budget data will manually need to be entered in this space.
The Map selection provides an insert of Google Maps with available projects plotted on the map based on their Geocode.
To bring new projects into the map view, go to the No geocode tab, then click Batch Geocode in the top menu selection area.
This process will search for missing geocodes based on the addresses entered and update the map. A geocode can only be generated if the street address and state fields are populated, missing critical address information will result in no geocode generating.
This feature shows the schedule for the day across all projects. Assigned staff appears next to the project in the list with their start time; clicking on the time slot shows the details of the assignment. You can see a list of unassigned staff/users on the right side of the screen in blue.
You can duplicate from day to day using the double box icon in the top menu bar. The icon to the right of that enables us to send quick messages via push notifications to selected employees/staff. Use the Planned Schedule feature in Timesheets to see greater lengths of time and to assign and manager staff in bulk. You can also refine the display by project Groups. New groups are added in Project Options.
Project Schedules will be visible in Timesheets Module- Planned Schedule view also.
You can manage specific project controls (settings) and user rights in the “Options” section of projects.
In here, you can control User Rights as well as add Project specific custom fields to your project.
Next Steps:
After reviewing your projects, you can complete Forms, enter Timesheets, and manage your Equipment .
Process Flow: