Overview & Background
Specifications (specs) are an important contractual document on many projects. The Specifications tab allows Project Admins to upload and organize their Specification files all in one location. When you upload your specifications document, our system will divide the document into sections and version them so that both the field and the office teams have the most up-to-date information.
Note: The Specifications tab is only added automatically to projects created after July 26th. If you would like Specs toggled on for your entire Account and/or existing Projects, please reach out to firstname.lastname@example.org.
Table of Contents
- Uploading Specifications
- Confirming Section Numbers and Titles
- Resolving Version Conflicts
- Viewing Spec Sections
- Extract Submittals
Uploading Specifications and Spec Books is very similar to uploading Plans in the Plans tab. However, as opposed to the Plans tab, the only file type accepted in the Specifications tab is PDF.
How to Add Specs
Step 1: Click the “+ New spec” button in the top-left of the page or the hyperlinked text, “Upload a new spec section…” to upload your spec files to Fieldwire:
Step 2: Choose to upload the spec files from your computer or a number of sources where you might already have your Specs stored:
You can upload Specs 'manually' from your computer, Dropbox, Box, Google Drive, One Note, and Gmail.
If uploading from your computer, select (or drag) the pertinent Spec file(s) in the upload window, and select 'Upload':
If you accidentally uploaded the incorrect Spec section, and you have already gone through the review/confirmation process detailed in the section below, you can choose to delete the Spec. In order to do so, you must be a Project Admin. If you are a Project Admin, you can click the three dots on the right side of the specification you'd like to delete and then click the "Delete" button.
Note: Once a Spec section is deleted, it cannot be recovered from the Trash tab and is a permanent action.
Once your specifications have completed uploading and processing, you can export them as PDFs. To do so, you'll click the three dots on the right side of the specification and click "Export".
Note: You cannot export multiple specifications at once.
Confirming Spec Numbers and Titles
Once the Spec files have been uploaded, they’ll be read by our system, looking for the 6-digit spec number and spec title, which is based on the CSI MasterFormat widely used in the US. If the file name matches the [spec number] [spec title] formatting, we will automatically name and number the section with no need for confirmation.
If the file name does not match this formatting, you will need to confirm the section numbers and titles:
As seen in the screenshot above, you can review all uploads one after another by clicking on “Review all uploads”, or jump to a specific file to review individually by clicking on “Review” next to the Spec file.
Upon upload, our system will automatically identify the different sections of the document if they are following the 6-digit CSI MasterFormat. You’ll see these sections when clicking “Review" or “Review all uploads”.
Note: During the upload process, your Spec files will immediately be in a “processing” state (see screenshot below). If your files remain in this processing state for longer than 5 minutes, it could be that our processing queues are backed up. If they are processing for longer than 15 minutes, please contact email@example.com.
Resolving Version Conflicts
Similar to the Plans Version Control module, if you need to upload an updated version of your spec book, you can do so within Fieldwire’s Specification module.
If you upload new spec sections with the same number as an existing section, it will trigger a “Version Conflict”. A Version Conflict is when Fieldwire wants to confirm that the new section number is accurate and the new version will supersede the existing version.
When you need to resolve the version conflict, you'll see a red warning at the top of the page.
To resolve the conflict, you will need to confirm the section number, title, and version description of the new version(s) so the new specs will “slip-sheet” on top of the existing specs.
To begin to approve your specs, click the 'Review individually’ or ‘Resolve all’ buttons to determine whether you want to review each conflict individually or all at once:
Note: If you click ‘Resolve all’, you will be asked to confirm this action. Once this action is confirmed, all version conflicts will be resolved without the ability to review them one by one. If you confirm this action, it cannot be undone.
If you choose to “Review Individually”, a new screen will appear displaying the new and existing sheets and the Spec Numbers, Titles, etc. of each. Here you can view the newly updated Spec document to locate where the conflict is coming from.
Clicking ‘Add as new version’ will merge the two documents into a single spec section, where you can jump between versions. If it is not a new version, you can also change the number of the section so the number does not match with the existing sheet, and 'confirm' this as a unique spec.
Viewing Spec sections
After you’ve split your files and resolved version conflicts, you can access current and older versions of Specs, just as you would Plan sheets, by clicking on the date in the lower left-hand corner. By clicking on this, you’ll be able to see previous versions of this Specs section.
Older versions of the Specs section will be easy to spot as they will have a large red watermark stating “Old version” on the center of the document.
Once your specifications have finished uploading and processing, you'll be able to extract Submittal information from them, which will be placed in a CSV file. In order to do so, please follow the steps below.
1. Click on the checkbox next to each specification that you'd like to extract Submittal information from. If you'd like to select all of your specifications, you can click the checkbox next to the # symbol. Once your specifications are selected, the "Extract submittals" button, which was previously greyed out, will be clickable.
2. After clicking on the "Extract submittals" button, you'll see a pop-up asking you to confirm the action as well as indicating that this process can take up to 1 hour to complete.
3. Once the extraction process is complete, you'll receive an email in your inbox. This email will provide a link to the downloadable spreadsheet as well as provide the names of the sections you selected that did not have submittals in them.
4. By clicking the "Here" hyperlinked button, you'll be downloading a .csv file. The downloadable spreadsheet will contain the following columns: Specification Section, Name, Type, and Description.
If you have any further questions, do not hesitate to contact us at firstname.lastname@example.org.
You'll also find below a few more helpful resources: