Overview

Need to organize and store your Fire Protection Documentation? You can document your fire protection installations within Fieldwire (such as their type, position, dimensions, and photos), online or offline!

We recommend the Business subscription tier or higher, so that you can leverage the Custom Task Attributes and Forms for your documentation purposes.

 

Table of Contents

Before getting started, please review the following sections if they're relevant for your situation:

• How can Fieldwire help with Fire Protection Documentation?
• Migration from Hilti Documentation Manager to Fieldwire

1. 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.

• Create a Project Template
• Account-level Form Templates
• Account-level Lists
  • Adding additional lists for Hilti or third-party products
    

    • In the “Account Lists” tab: Create a new list for third-party products

    • In the “Account Lists” tab: Update existing lists
    • In the “Project Templates” tab: Add lists to task attributes
• Account-level Checklists

2. Create and fill a new Project

Each of the sections below will walk you through creating and filling the new project, based on the Project Template you have created.

• Plans Tab
  • Folder Structure
  • Manage Plans
  • Upload a Plan Revision 

• Files Tab
  • Upload third-party products

• Project Settings
  • Specify the address of the Project
  • Add additional lists for Hilti or third-party products directly to a project
    

    • Create a new list for third-party products

    • Update existing lists
    • Add lists to task attributes

3. Fire Protection Documentation process in Fieldwire

Now, on to the fire protection documentation portion! Please refer to the sections below for instructions on how to input your documentation in Fieldwire.

• • Fire Protection Documentation based on Tasks
    • Generate a QR Code for a firestop (task)

    • Create a task with attached approvals and forms (Declaration of Conformity and Compliance Statement)

    • Change the task status

  • Creating the firestop documentation (Task Report)
  • Archiving of completed Projects

Project Setup Purpose and Process Summary

Tracking and storing your fire protection documentation in Fieldwire begins with creating a dedicated project for this purpose. We'll guide you through the setup of a customizable Project Template in the web version of Fieldwire (app.fieldwire.com).
For context, 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 your Fieldwire project will include the same content as the Documentation Manager.

 

1. 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.

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.

 

This step will enable you to quickly create new Projects based on this Template, which already contains some relevant structure such as Statuses, 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: Changes to templates do not retroactively affect projects that have already been created using them. This means that if you make updates to your templates (project template, form templates, account lists, account checklists), these will only be included in projects created in the future. If you want to use the changes in current projects as well, you must make the changes directly in the respective project.

 

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”.

In the next step, work your way through the project template from top to bottom to customize 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, please refer to the following article: Business Plus Subscription: What's included - or Request a demo to learn more!

 

Tasks

Change, expand or 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. Note: In the section "Adding additional lists for Hilti or third-party products" you will learn how to create additional lists and add them to the task attributes.
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. Note: In the section "Creating and downloading fire safety documentation (creating a task report)" you will learn how to create fire safety documentation and which settings we recommend.
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 the 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. Note: A (hash) Tag in Fieldwire is another way of grouping or filtering Plans, Tasks and Photos. Tags are a great way to organize Tasks, Plans or Photos and link them to a specific trade, location, defect list or anything else you want. As your project gets more complex, using Tags provides additional organization; you can filter and report on Tags. 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 by altering the task filters that are applied.

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 the number of Plan versions that should be accessible 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 their 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 template labeled "Fire Inspection" will be available in your Account-level Form Templates.

 

Customize the Template name by deleting the suffix 'from Firestopping' from the Form name, and publish the Template to your Account 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: By creating a project template using the Fieldwire Fire Protection Demo Project, a list is already available. Customize it by deleting the suffix "- Firestopping" from the checklist name.

 

Adding additional lists for Hilti or third-party products

If you want to assign multiple products to a firestop (task), you can create additional custom "List" attributes.

These lists can either be populated with the same entries from existing lists (e.g. the Hilti product list), or with new entries for third-party products.

Note: Changes made to templates (Account Lists / Project Template > Task Attributes) do not retroactively affect projects that were previously created with them. This means that if you make updates, they will only be included in newly created projects. If you want to use the changes in ongoing projects, you must apply them directly within the respective project. See the section “Add additional lists for Hilti or third-party products directly to a project”.

 

In the “Account Lists” tab: Create a new list for third-party products

1. Open the “Account Lists” section in the “Templates” tab.
2. Click the blue button “+New Template” in the top left and select “Account List”.
3. Give the list a name and click “Create”.
4. Insert the list entries and confirm by clicking “Import List”.

In the “Account Lists” tab: Update existing lists

1. Open the “Account Lists” section in the “Templates” tab.
2. In the row of the list you want to edit, click the three dots on the far right and select “Manage List”.
3. Make your changes (add new entries, modify existing ones, show or hide entries by clicking “Visible/Hidden”).

In the “Project Templates” tab: Add lists to task attributes

1. Open the “Project Templates” section in the “Templates” tab.
2. Click on the template you want to update.
3. Scroll to the “Tasks” section and click “Manage Attributes”.
4. At the bottom of the window, select “+Add Custom Attribute”.
5. Choose the attribute type “List”.
6. Select the existing or newly created list to add it as an additional selection field to the task.
7. Use the arrows next to the added attribute to move it to the desired position.

 

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: By creating a project template using the Fieldwire Fire Protection Demo Project, a checklist is already available by default. Customize it by deleting the suffix "- Firestopping" from the checklist name.

 

2. 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.

Note: You can read all about this topic in the following article: 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 to store your plans, 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.

 

Manage Plans

Upload Plans

There are several ways to upload plans.

Option 1: You can use the blue "+New Plan" button, which will place the uploaded plans in the "All Plans" folder, from where they can be dragged and dropped into the desired folder.

Option 2: You can also click on the small arrow next to the folder name where you want to upload plans and select "New Plan" to add plans directly to that folder.

The following video shows option 2:

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 this GIF, 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 article in our knowledge base: How to name Plans in Fieldwire

 

Upload a Plan Revision

Here are two options for uploading new Plan versions.

Option 1: Upload 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 choose “+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. You can choose to replace this with the date of the Plan status (or other text), if you prefer.

Note: Previous versions of the plans have a red watermark in the middle to emphasize 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 from within the Settings tab. Only Project Administrators can see this page.

 

Add address of the Project

Open the Project settings by clicking on the cogwheel at the bottom left and enter the physical 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

 

 

Add additional lists for Hilti or third-party products directly to a project

If you find that you need additional or different lists, you can update your project template at any time to include all the necessary lists in new projects.

 

Create a new list for third-party products

1. Open the project settings by clicking the gear icon in the bottom left of the sidebar.
2. Scroll to the “Lists” section and click “Manage Lists”.
3. In the pop-up window, select “+Add List” to create a new list.
4. Give the list a name and click “Create”.
5. Insert the list entries and confirm by clicking “Import List”.

 

Update existing lists

1. Open the project settings by clicking the gear icon in the bottom left of the sidebar.
2. Scroll to the “Lists” section and click “Manage Lists”.
3. In the pop-up window, select the list you want to update.
4. Make your changes (add new entries, modify existing ones, show or hide entries by clicking “Visible/Hidden”).

 

Add lists to task attributes

1. Open the project settings by clicking the gear icon in the bottom left of the sidebar.
2. Scroll to the “Tasks” section and click “Manage Attributes”.
3. At the bottom of the window, select “+Add Custom Attribute”.
4. Choose the attribute type “List”.
5. Select the existing or newly created list to add it as an additional selection field to the task.
6. Use the arrows next to the added attribute to move it to the desired position.

 

 

3. Fire Protection Documentation process in Fieldwire

In the following paragraphs, we explain how you can carry out Fire Protection Documentation from point A to to point Z with the help of Fieldwire.

You can assign a Task to each penetration seal in Fieldwire to document the locations, approvals and installation.

 

Fire Protection Documentation based on Tasks

Each firestop is created in Fieldwire as a task to document its location, installation, and the materials used.

1. Open the plan where the firestop is to be installed.

   • Note: Tasks can also be created without being linked to a plan and later placed on a plan, moved between plans, or copied.

2. Select the “Pin” tool from the left toolbar to create a task and place it on the plan.

3. Give the task a title.

   • Note: Tasks are automatically and uniquely numbered when created. This numbering (e.g. “#6”) is permanent and cannot be changed. If you want to use your own numbering system, you can include a custom number (e.g. “No. 13”) in the task title.

4. Fill out the task attributes in the task’s side panel.

   • Select a status
   • Select a category
   • Assign the task to the responsible person
     • Optional: Select a location (This can be a level or room structure for the building, e.g. B2, B1, Ground Floor, L1, L2, Attic)
   • Select the firestop location
   • Enter the length (mm)
   • Enter the width (mm)
   • Enter the height (mm)
   • Select the Hilti product used
     • Note: If you use more than one product, you can create additional attributes with the same list entries or with third-party products (see previous section: Add additional lists for Hilti or third-party products)

5. Add a checklist to quickly and efficiently document progress by checking off items at the top of the task.

   • Click “+ Add a checklist”, select “Existing checklist”, and choose “Firestop Checklist” to load it into the task.

6. Add further information to the task:

   • Use the bottom field “Enter message here…” to add notes, instructions, or other information.
   • Photos can be added in different ways:
     • Web version: Add existing photos already stored in Fieldwire via the paperclip icon in the bottom left by selecting “Existing photo” and choosing from the pop-up window.
     • Web version: Add new photos from your computer via the paperclip icon and the option “+ Photo/File” by uploading them.
     • Mobile version: Open Fieldwire and the relevant task, then use the camera function to take a new photo or upload one from your device’s photo library.

Here is an example of a populated fire protection task:

 

Generate a QR Code for a firestop (task)

Once you’ve created a task for the installation of a firestop, you can generate a QR code for that task in the web version or the mobile app.

Use the “Share” function and select “Export QR Code” to create it.

This QR code includes information such as the project name, project address, your logo, the automatically assigned task number, and the task title. You can print the QR code and place it near the corresponding firestop, allowing quick and easy access to the task in Fieldwire by scanning the code with a mobile device.

Here’s an example of what a generated QR code might look like:

You can scan the QR code either with your mobile device’s camera or directly in the Fieldwire 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

 

Create a task with attached approvals and forms (Declaration of Conformity and Compliance Statement)

To ensure that all approvals, as well as the compliance and conformity declarations, are included directly in your firestop documentation, we recommend creating a separate task before downloading the documentation.

Note: It's best to create this task either as the first or last one, so it appears at the beginning or end of your report.

1. Open the “Tasks” tab and click the blue button “+New Task”.
2. Give the task a title, such as “Approvals and Forms”.
3. Set the status to “Verified”.
4. Use the paperclip icon and select “Existing File” to attach all approvals required for this project.
5. Use the paperclip icon and select “Form” to add a new compliance statement. A new window will open where you can fill out and sign the form.
   • Note: You can also find this form later in the “Forms” tab.
6. Use the paperclip icon and select “Form” to add a new declaration of conformity. A new window will open where you can fill out and sign the form.
   • Note: You can also find this form later in the “Forms” tab.

In the following video, you can see how to create and fill out a task titled “Approvals and Forms”:

Note: You can read everything about forms in our knowledge base article: Introduction to the Forms Tab

 

Change the task status

Once the firestop installation is complete, change the status of the corresponding tasks to “Verified”,  either individually or in bulk.

Option 1 – Individually:
Open each task and manually change the status.

Option 2 – In bulk:
In the “Tasks” tab, you can select multiple tasks and use the “Bulk Edit” action to change their status all at once.
Alternatively, you can drag and drop multiple selected tasks into the “Status” column.

 

Creating the firestop documentation (Task Report)

With the task report “Firestop Documentation”, you can quickly and easily generate a report of your work. It includes all tasks with the status “Verified”, along with attached photos, checklists, plans, approvals, and forms.

Note: The report template is configured to include only tasks with the status “Verified”. This ensures that no tasks are accidentally included in the report that are not yet completed or reviewed.

 

To create a complete documentation of all tasks with the status “Verified”, follow these steps:

1. Open the “Tasks” tab.
2. Click the printer icon labeled “Generate Reports” at the top center.
3. Select the report “Firestopping Report” if you used the HILTI demo project as the basis for your project setup, or click “+ New Report” if you did not.

If your project template is already correctly configured, you can proceed directly and either download the report via the button in the bottom right corner or send it immediately via “Share”.

 

Recommended settings for the task report:

• Files: Enable this option to display attached files (under 2.5MB) directly in the report instead of just linking them.
• Full-size plans: Ensures that plans are shown in their original format rather than scaled down to A4.
• Table of contents: For a structured overview and easier navigation within the report.
• One task per page: For a clear and organized presentation of each individual task.
• Sort by “Task #” in the bottom left to arrange tasks by their automatically assigned number in the report.

Note: You can read all about this topic in the following articles in our knowledge base:

• Introduction to Task Reports in Fieldwire
• How to Sort and Filter Reports

 

Archiving Completed Projects

Once a project is completed, you have several options for closing 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 yourself.

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:

• How to Close out a Fieldwire Project
• Fieldwire Data Security