This guide will walk you through how to create a project, assign and share to your team members on the Web-app. For more information on creating work in mobile, see:
Table of Contents
Create Work
You will first need to create the new Work Order before you can assign it to your team. See the below steps on how to create a new project.
Video: Create Work
1. After logging in, select a Work View to create the new project from.
If the work you are creating will need to be attached to a container project, follow the steps in this article: Creating a container and new work.
2. Once you are within the desired view, click the "+" button on the top right of the page to create a new project.
3. Choose the Type and Template to create the new project from.
The template you choose will dictate the fields and structure of the newly created project. For more information on customizing you templates, see: Managing Templates
You also have the ability to choose a Market and attach the project to a container if those features are enabled.
4. Once you have filled out the desired information click Create.
5. You will now see the newly created Work Order, the next step will be to assign the project to your team.
Assign Work
After creating a new Work Order, you will now need to assign it to your team so they can locate the project in their Mobile App.
1. Open the Work Order.
In the project list, find the newly created work order and click on its name to open it. See the following guide for more information on finding projects: Advanced Search: Creating, Deleting, & Refreshing Views
2. Click the drop down arrow next to "Assigned".
3. Select the team member you wish to assign the Work Order to.
▸ More on Assigning Work
You also have the ability to search users in the search bar. Enter at least 3 characters for the search to work. Click Apply when done. If an assignee has a 'V' icon next to their name, that means they are a vendor company. You can also share the project to all users with the same tag as the assignee, see this section for more information: Share by User Tag
4. To Bulk Assign multiple projects/work, check the projects you want to assign. Click on "Assign".
5. Choose the user you want to bulk assign. Click "Apply".
Currently, you cannot Share by User Tag when Bulk Assigning projects.
Assignment E-mails and Project Link
Your site can be configured to automatically send an e-mail upon project assignment, for further information on how to enable these notifications see the following guide: Notifications: Email & Dashboard Message
You can also send a link to your users that will direct them to the project on their device. You can easily copy this link by opening the project on the Web-App and clicking on the "link" icon next to the project name in the upper-left hand corner.
Share Work
Work Orders can be shared with other users who are not assigned to the project, and can be given different permissions based on a project's needs. See the steps below to share work.
Video: Share Work
1. Click on the 3 horizontal dots and in the drop down menu and select Share...
2. You can also click on Share... under the assigned user.
The button also displays the number of users the project is currently shared with.
3. Select a person from the menu and choose what permissions they can have (Read only, Edit, or Admin).
- Read Only gives the user permission to view/read the work. They are able to download photos and view the PDF report. They cannot modify any of the fields. They cannot change statuses or archive work.
- Edit permissions allows the user to make changes to the work, add photos/comments, and can change the status. They cannot edit any Admin Only fields or archive.
- Admin permissions allows the user to make changes to all fields including Admin Only fields, change statuses, and archive projects. This will also allow them to share work with other users if you have "share projects" ON in your portal settings.
If you wish to notify the person via email, select the box to do so. Click "Add".
4. You will now see the user that you've shared the project/work with.
Click Edit next to the shared user to make changes to their permission level or remove them from the project.
Share by User Tag
User Tags can be applied to your team members to allow multiple users to be shared to a Work Order at once upon project assignment.
Tagging Users in User Management
- Go to the User Management section (see: How to Edit Users)
- For each user you want to include in a group: Add one or multiple tags (comma-separated) in the tag field. Example: For a user who should belong to both Arizona and California teams, enter:
AZ1,CA1 - These tags will now be used to group users for assignment purposes.
Assigning Projects to Users with Tags
- Navigate to any Project Page.
- Click the Assign dropdown to view the user list.
- Each user in the dropdown will display their assigned tags next to their name.
Example: Jane Doe (AZ1, CA1)
Share with Tagged Groups
When selecting a user for assignment:
- When assigning a project, if the assigned user has one or more tags: A section will appear at the bottom with the prompt: Share with all users tagged:
- You’ll see one checkbox for each tag the selected user has.
- Check the tags you want to use for sharing the project and then click Apply to assign/share the project.
Remove Previous Users (Optional)
If the project is already shared with other users:
- An additional checkbox will appear:
- “Remove all previous shares”
- Check the box if you want to clear all prior user assignments and only keep the newly tagged group and click "Apply".
Example Scenario
Let’s say:
- You assign a project to John who has tags:
AZ1, CA1. - You check the boxes for
AZ1andCA1. - You check the box for Remove all previous users.
After clicking Apply:
- The project is assigned to John.
- The project is also shared with all users who have the
AZ1orCA1tag. - Any users previously assigned are removed from the project.
Tips
- Use consistent tag names across users for easy group sharing.
- Avoid redundant tags (e.g.,
AZ1,az1,Az1) — tagging is case-sensitive. - You can update user tags at any time in User Management.
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