Overview
Fieldwire helps you to easily organize your Fire Protection Documentation.
You can use Fieldwire to document the fire protection installations, including their type, position, dimensions and photos, online or offline.
For fire protection documentation, we recommend at least the Business subscription so that you can use the Custom Task Attributes and Forms.
This article covers the following topics to make it easier for you to get started with fire protection documentation via Fieldwire:
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Create and customize a Project Template
- Start by saving the fire protection demo project provided by Fieldwire as a Template in your Account and customize it to your needs.
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Create and fill a new Project
- In the following sections, we explain how you can create and fill a Project based on the Project Template you have created.
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Fire Protection Documentation process in Fieldwire
- In the following paragraphs, we explain how you can carry out fire protection documentation from A to Z with the help of Fieldwire.
Table of Contents
- How can Fieldwire help with Fire Protection Cocumentation?
- Migration from Hilti Dokumentation Manager to Fieldwire
- Project Template
- Create and fill a new Project
- Fire Protection Documentation process in Fieldwire
- Find out how other companies are already using Fieldwire for fire protection
How can Fieldwire help with Fire protection Documentation?
The following workflow allows you to quickly set up a fire protection project in Fieldwire and guides you through the setup of a customizable Project Template in the web version of Fieldwire (app.fieldwire.com).
Each time you create a Project in the web browser, you can use elements from the Template to reduce setup time for new projects and create standardized structures for your team and organization.
You and your team can then start capturing fire protection data in the project on our website and our iOS- and Android apps for your tablet and/or smartphone.
- Use Tasks to easily document fire protection installations on site
- Print QR Codes to quickly access relevant documentation in Fieldwire
- Create Reports on fire protection installations to share progress with other project stakeholders
- Digitally sign certificates in your mobile app
Migration from Hilti Documentation Manager to Fieldwire
If you want to migrate from Hilti Documentation Manager to Fieldwire, Hilti offers an automatic and free data migration from Documanager to Fieldwire.
Please contact support@fieldwire.com to organize the migration of your data.
Note: Due to the migration and the fact that not every field has an equivalent in Fieldwire, your archived, migrated Projects may look slightly different from the ones you create in Fieldwire. For example, the list of Custom Task Attributes may be quite long or some may appear twice if they have a different name but the same content in the Documentation Manager.
Project Template
Start by saving the fire protection demo Project provided by Fieldwire as a Template in your Account and customize it to your needs.
This step will enable you to quickly create new Projects based on this Template, which already contains all kinds of data such as Status, Categories, Lists and Files.
This Template Project is now your so-called “source of truth”. Always keep this Template up to date so that you always have all the settings and content you want in new Projects.
Note: Please contact Fieldwire support (support@fieldwire.com) if you do not yet have the fire protection demo project in your account and would like to use it.
Templates Tab
Creating a Project Template
In the Templates Tab, select the blue “+New project template” button. A window will open where you can name your template and select the project from which you want to build your demo. Select your fire stopping demo project under “Copy project”.
Note: You can read all about this topic in the following article in our knowledge base: How to Create Project Templates & Clone Projects
Customize Project Template
Once you have created the project template, you can begin customizing it to your needs.
Settings
Set the time zone, currency, measurement type, your working units and working days and upload your company logo via “Manage color and logo” and change the color from Fieldwire yellow to your company color.
Notifications, Features
Notifications
Set project wide email notifications for when tasks are created or updated or when plans have new versions or markups.
Note: You can learn more about notifications in the following article in our knowledge base: Introduction to Notifications
Features
Project Management features are included in our Business Plus subscription. You can toggle them on and off if they are included in your subscription.
Note: To learn more about RFIs, submittals and change orders in Fieldwire, you can read the following article: Business Plus Subscription: What's included or Request a demo to learn more.
Tasks
Change, expand and delete the preset Attributes, Categories, Checklists, Reports and Status.
| Manage properties / Attributes |
Set which Attributes you would like to see in the Tasks. Edit, extend and delete these Attributes as you wish. You can edit, expand and delete Lists created as Attributes in the Account Lists Tab in the Templates. |
| Categories |
Edit, expand and delete the Categories as required. |
| Checklists |
A few checklists are prebuilt into the template project. You can edit the existing checklist or create your own customized list relevant to your workflow. Edit, expand and delete these as required in the Account-level Checklists Tab in the Templates in order to add them to the Project Template via “Import account checklists”. Note: As seen in the above screenshot, on the project template, the name of the checklist is shown in addition to the project from which it was created. You can rename the Checklist in the Account-level Checklists Tab in the Templates. |
| Reports |
The following Reports are preset: Edit, expand and delete the Reports as you wish. |
| Status |
The fire stopping demo project uses preset task statuses, but you can edit the Statuses as you wish. |
Plans, Forms, Files, People, Tags
Next, make any changes you'd like to Plan folders, Forms, Files, People and Tags.
| Plans |
The following folders are preset. - 001 Index - 002 Life Safety - 003 HILTI Specs You can delete, edit or add folders in the Plans Tab as required. |
| Forms |
The following Forms are preset. You can edit these template in the Account Form Template Tab in the Templates in order to add them to the Project Template via “Import account form templates”. Note: Like the lists, the form template names imported in the project template will also list the project name. You can rename the forms in the project template and the Account Form Template in the Templates |
| Files |
Edit the folder structure or add frequently used files from the Files section |
| People | Do you always want to add the same people to a new Project? Then you've come to the right place! Add users and set their project permission level. |
| Tags |
Edit, create or delete pre-existing hashtags.
Learn all about Tags: How to use and edit Tags throughout Fieldwire |
Storage Optimization
Archive Tasks
Set the number of days after which a Task with the Status “Verified" should be archived and therefore hidden.
Archived Tasks can be shown again at any time using the filters.
Note: The following article explains everything about archived Tasks: Q&A: When are Verified tasks archived and how do I view them?
Plan Versions Stored on Mobile
Set how many Plan versions should be available on your mobile devices to optimize storage space.
Note: The following article explains everything about selective synchronization: Introduction to Selective Syncing
Account-level Form Templates
Account-level Form Templates allow Account Owners and Account Managers to easily standardize Forms for their Fieldwire Projects. Project Administrators can import Forms from the Account-level into the Projects, as well as publish Form Templates from the Projects to the Account-level.
Note: You can read all about this topic in the following article in our knowledge base: Introduction to Account-level Templates
By creating a Project Template using the Fieldwire Fire Protection Demo project, in addition to our five standard Form Templates provided (Inspection Request, Safety Audit, Daily Report, Time and Material Tag, Timesheet), an additional form "Fire Inspection" will be available in your Account-level Form Templates.
Customize the Template by name by deleting the suffix 'from Firestopping' from the Form name and publish the Template in your Account-level to gain access to it.
Account-level Lists
Account-level Lists can be used as drop-down Lists in Forms and as Task Attributes. Use Custom Lists if you want users to be able to select items from a list of options. This is particularly useful for walk-throughs and defect processing.
Note: You can read all about this topic in the following article in our knowledge base: Introduction to Account-level Templates
Account-level Checklists
As with Account-level Form Templates and Account-level Lists, Account-level Checklists allow Account Owners and Account Managers to easily standardize their Checklists for their Fieldwire Projects. Project Administrators can transfer Checklists from the Account-level to Projects.
Note: You can read all about this topic in the following articles in our knowledge base:
- Introduction to Account-level Templates
- How do I use checklists?
- How to Manage my Checklist Templates
Create and fill a new Project
In the following sections, we explain how you can create and customize a Project created from your Project Template.
Create a new Project based on the Project Template
Any Account Owner, Manager or User can create a Project in the web version of Fieldwire (app.fieldwire.com). To create a new Project, click on the blue “+New project” button in the Projects Tab.
In the window that opens, enter a “Name”, a “Code” if necessary, and select your created Project Template under “Start with...”.
A pop will appear, explaining your first steps in Fieldwire. Feel free to close the window, as we will explain these steps in the following paragraphs. You can read more about this topic in the following article: How to Create a Project and Use the Project Dashboard on Web
Note: Depending on how much data is stored in your Project Template, it may take a short moment to populate in the newly created Project.
Plans Tab
The first action most users perform in Fieldwire is uploading Plans. Learn how to create folders, upload Plans and get the most out of the Plans Tab in Fieldwire below. You can also consult this article for reference: Introduction to the Plans tab (Web).
Folder Structure
Plan folders are often used to subdivide the trades of a project or to structure plan types such as floor plans, sections and production drawings.
The plan folders follow an alphanumeric sequence on the Plans tab. We therefore recommend that you number the plan folders in the order of the most frequently used topics.
If you need more folders in your Project, Project Administrators can create them by clicking on “+New folder”.
Note: If you realize that you need additional or different folders, you can update your Project Template at any time to include the changed folder structure in new Projects.
Upload Plans
Click on the small arrow next to the folder name to which you want to upload plans and select “New plan”.
There are various ways to upload plans. For example, using the blue “+New plan” button, which places the uploaded plans in the “All plans” folder and these can be dragged and dropped into the desired folder. In the following video, we show the option to upload plans directly to a folder.
Note: You can read all about this topic in the following article in our knowledge base: How to use the Plans Tab and Upload Plans to Fieldwire Projects on the Web
Naming Plans
In some cases, Fieldwire uses the file names and bookmarks of your plans to give the sheets numbers and descriptions, so how you name your files can affect how the plans are named in Fieldwire. There are four common upload scenarios for which you will receive the following tips.
In the following video, you can see how the uploaded plans can be edited either individually or in bulk.
Note: You can read all about this topic in the following articles in our knowledge base:
- How to name Plans in Fieldwire
- Q&A: I'm uploading new versions of a number of different plans at once - how do I add a description to all of them indicating they're part of one set of revisions?
Upload a Plan Revision
There are various options for uploading new Plan versions.
Option 1: Via the blue “+New plan” button. If a plan with the same name is already stored in Fieldwire, version control is activated and you have the option of resolving the version conflict by assigning the new Plan status to the old one by clicking on “Add as new version” or deleting the uploaded Plan by clicking on “Delete new sheet”.
Note: You can also activate the version conflict by uploading the plans and then renaming them to the existing plan name in Fieldwire. See the section: “Naming Plans”.
Option 2: The new Plan version can also be added directly to the previous Plan. To do this, open the plan, click on “Version control” at the top right and then on “+New version” in the window that appears.
Version Control
With version control, you can decide which version of your Plans you want to display. When you upload a new version of your Plan, Fieldwire places the new version on top of the old version to transfer all Tasks, Markups, and Attachments to the new version.
By default, each version is labeled with the date it was uploaded. Instead of the upload date, you can also enter the date of the Plan status or the index here.
Note: Previous versions of the plans have a red watermark in the middle to make it clear that they are not the latest versions. The latest version is always displayed first.
Note: You can read all about this topic in the following article in our knowledge base: What is Version Control for Plans?
Files Tab
The Files Tab in the web version of Fieldwire stores the Files that you have attached to Plans, as well as any Files that you upload directly to the Files Tab or have already added in your Project Template.
Note: Please contact Fieldwire support (support@fieldwire.com) if you would like to use our automated Google Drive connection for the HILTI type approvals to update in your Project. Learn more here: Practical Guide: How to set up Google Drive Fire Protection Approvals Access to Fieldwire
Upload third-party products
In the Files Tab, you have the option of adding further folders and files to your project:
Note: If you realize that you need additional or different folders, you can update your Project Template at any time to include the changed folder structure in new projects. Edits to the project template do not impact projects that have already been created.
Project Settings
Project Administrators can update important Project details on the Settings tab. Only project Administrators can see this page.
Create third-party product as list for task attribute
In the Project settings, you have the option of creating Lists of the third-party products uploaded in the Files:
Note: If you realize that you need additional Lists or need to edit your existing lists for the Task Attributes, you can update your Project Template at any time to include the new or changed Account-level Lists in new Projects.
Display List as Attribute in Task
In the Project settings, you have the option of displaying lists of third-party products in the Task Attributes:
Add address of the Project
Open the Project settings by clicking on the cogwheel at the bottom left and enter the address of the Project. This address is printed as information in the header of Forms and Task Reports and can be used in Forms to retrieve location-specific information such as the weather.
Note: You can read all about this topic in the following article in our knowledge base: Introduction to the Project Settings Tab on Web and Mobile
Fire Protection Documentation process in Fieldwire
In the following paragraphs, we explain how you can carry out Fire Protection Documentation from A to Z with the help of Fieldwire.
Fire Protection Documentation based on Tasks
Assign a Task to each penetration seal in Fieldwire to document the locations, approvals and installation.
- Open the Plan where the penetration seal is to be installed
- Create a Task and place it in the correct position in the Plan
- Assign a title, e.g.: the type of penetration seal. If you number the penetration seals, you can also include your individual sequential number in the title of the Task
- Add your Checklist, e.g. “Fire penetration sealing”, and document the progress
- Depending on the current status, move the Task to the appropriate Status
- Assign the Task to the person responsible for installing the penetration seal by selecting them as the Assignee
- Fill in the Task Attributes
- Add photos of the fire protection documentation to the Task
- If there are any comments or deficiencies, note them in the Task messages and, if necessary, mark people who should be informed.
Here is an example of what a fire protection Task could look like:
Generate QR Codes
As soon as you have created a Task for the installation of a penetration, you can release the Task in the web version or the mobile app via QR Code.
You can then print out this QR code on site and place it near the relevant compartmentalization so that you can easily and quickly access the associated Task in Fieldwire, including photo documentation and other information, by scanning the QR code with your mobile device.
You can either scan the QR code with your mobile device's camera or scan it in the Fieldwire mobile app using the search bar and the QR code icon.
Note: You can read all about this topic in the following article in our knowledge base: Introduction to Tasks / Generate QR Code
Reports & Forms
Once the installation of the penetration seals has been completed, you can create a “Fire protection documentation” Task Report, containing all tasks with the Status “Verified” together with the attached Photos, Checklists, Plans and Forms.
You then attach this Report together with the corresponding approvals types to the “Firestop Inspection” Form. The fact that all implementations are contained in one document with the approvals means that it is not necessary to add the approval to each individual Task.
Create Task with attached Form (Approvals and certificates)
In order to include the declaration of conformity and the declaration of compliance directly in the Task Report, we recommend that you create a separate Task for each and attach these Forms to it for a better overview.
In the following video you can see an example of how you can create a Task with an attached form:
Note: You can read all about this topic in the following articles in our knowledge base:
Create report of all Tasks assigned to the Verified Status
Note: You can read all about this topic in the following articles in our knowledge base:
Archiving completed Projects
Once a project is completed, you have several options on how to close the Project in Fieldwire. You can archive the Project and/or export the entire Project content, or you can transfer ownership of the Project to another person and leave the Project.
Note: Archiving or deleting Projects does not remove any hyperlinks that exist on Plans, Photos, Files, Reports, or Forms.
Fieldwire uses Amazon Web Services as a data hosting provider and will store your project data indefinitely as long as you do not delete your Fieldwire account and keep at least one Fieldwire Basic account.
Note: You can read all about this topic in the following articles in our knowledge base:
Find out how other companies are already using Fieldwire for fire protection
In the following articles you will learn how other companies use Fieldwire for fire protection.