Each project comes with a whole lot of communication — tasks, questions, issues, problems, RFIs etc. Bauhub workboards are meant to help you gather each and every bit of communication into one place making your project and its communication easier and more transparent.
Managing your project communication can be that much easier as you can create separate workboards and precisely define which users can work together. E.g. — that way you can create standalone workboards for each subcontractor, but still allow supervisor to join in on them.
However, it is not mandatory to create workboards. If you want, you can only allow some parties to join in and exclude others.
Additionally, each user has its own private workboard, which can be accessed only by the very user itself and is therefore a perfect replacement for the paper notebook.
Bauhub workboards are based on Kanban-approach which purpose is to visualise the progression of a task (question, issue, RFI etc) throughout its lifetime. In Bauhub, each workboard is divided into four statuses: to-do, in progress, needs approval and done. Each and every task can move through these phases and can be in only one of them at a time. Placing tasks accordingly to their progress helps project managers to detect bottle-necks and better allocate resources.
Each task added to a workboard is assigned with further details — name, deadline, assignee, category etc — that better help to understand the core of each task and to keep all the needed information in one place. Assignee and additional watchers of a task are also kept in the loop with notifications.
Also, you can filter, sort and seach tasks on each workboard and thus work with only that part of tasks that you are interested in.
First of all, let's point out that each workboard can be set up in a way that you can precisely assign who are allowed to work on it. However, as Bauhub users (non-administrators) are grouped as parties, then one should first assign a party to the workboard and can then cherry-pick any unwanted users to be removed of their access. Creating and managing workboards is only allowed for project administrators.
This said, you can create workboards from two separate locations: * from workboards menu; * upon creating a party.
Workboards menu Select "Workboards" from the left-hand menu, then click on settings icon and choose "Add new taskboard" from the dropdown menu.
From the following modal, you can now start creating a new workboard by naming it. We recommend naming it by the actual party (e.g subcontractor "ConcreteCompany Ltd") working on your site or by the type of work (e.g "Electrical works") done on the site. However, the exact style of how name and run your workboards can depend on your exact needs and preferences. For example, why not create one workboard for absolutely everyone working on the site — "All subcontractors" — on which you can discuss various type of issues that are related to everyone?
Each workboard is also assigned with a prefix that helps to identify tasks over your project. You can also alter it but it has to be unique compared to other workboards.
Moving along, you can also set the status of your workboard that determines where this very workboard is placed amongst others: "In progress" places it at the top of others, workboards with "To do" come following and "Done" marks workboards to placed at the bottom.
Last but not least, you can now assign who can access this workobard. To do that, all parties of the project are displayed in the view. You can now select them with the following actions: * checking the box in front of the party gives access to every user of the party; * clicking on the name of the party displays each user of the party and you can now cherry-pick each user separately with respective checkboxes.
You can also see that there is a number placed after each party to point out how many users from that party have access.
Now, once you are ready, hit "Save". Remember, you can always change these settings later on.
NB! All administrators can access every workboard by default. If you are looking to create a workbord for only administrators, then skip the last part of selecting parties.
Upon creating a party When you are creating a party, you can both create a new workboard or assing the party to join in on previously created workboards.
All workboards (that you can access) of your projects can be accessed through "Workboards" menu where you can see all of them listed on the left-hand column. Additionally, you can also open your personal workboard as well as view all workboards displayed into one view.
Although all workboards in Bauhub come with the same functionalities, then there is one part in each project that administrators can adjust: task categories. By default, each project comes with 5 pre-defined categories: task, issue, RFI, safety and guarantee.
To edit and/or add categories, click on the settings icon which is located next to "Taskboards" . From there, you can change those pre-defined ones (both names and colors) and add new ones. In total, you can use up to 10 categories. NB! We recommend using categories to describe the nature of that communicational part. Types — e.g. electrical works, drywall etc — might not be that useful since users can already be grouped into parties and workboards based on their work types. And in case you want group your tasks by a certain word (e.g. "apartment2", "floor2" etc), you can do it by assigning tags to your tasks.
Each workboard is equipped with tools to sort tasks or filter them by categories, tags and users (assignee, reporters, watchers).
You can add tasks to every workboard you have access to. First select "Workboards" from the left-hand menu and open the workboard to which you'd like to place a task to. To create a task, click on "Add a task" button.
Lock icon: Locking a task assures it can be move to status "Done" only by the reporter of the task or by an adminstrator; Status: Sets the task to given status on your workboard; Category: Helps you better distinguish the content of the task; Tags: Helps you group tasks with similar content (e.g. "floor1", "apartment3" etc); Reporter: User who creates the task; Assignee: User responsible of executing the task, receives notifications regarding the task; Watchers: Users who will also receive notifications regarding the task; Deadline: Date for completing the task; Attachments: Add tasks from your device or from project folders;
Reporter of the task and administrators can also change each task field after the task is created.
In addition to creating tasks from the workboard view, you can also create tasks from some of the Bauhub document forms. By doing so, you can lessen the time of filling out documents and tasks separately. What is more, you can also relate back to your documents and see which tasks were directly linked to these documents.
Filling out you safety protocols, you can easily set the assignee and deadline for any issues spotted.
From meeting minutes documents, you can easily assign any topic as a task and report it to a workboard.
There are couple ways to mark tasks onto a drawing: 1. place the annotation on a drawing you've opened; 2. including the annotation from the workboard.
To place an annotation on drawing you've opened, you should first locate and open a drawing from your Bauhub folders. You can find the file formats that can be opened and annotated in Bauhub over here.
After opening the file, you will find a "Create Task" icon in the top tool menu, which allows you to select the category of the task you want to mark by its colour (see also how to set up categories). When the category is picked, click on the selected place on the drawing which places a pinpoint to that very location. With the pinpoint placed, you can fill out the rest of the details of your task.
It is also possible to use other notes to determine the task. For example, you can add shapes, lines, texts and use them for a task. For that, click on the annotation (e.g. you've drawn a line onto the drawing) and it will open a menu with four options: create a task, comment, style and delete.
However, when you start adding a task from the workboard, you can also add the annotations you want on the drawing. When creating a task, you can find a "Select drawing" field, through which you can search for a drawing from the project and placing the mark onto it.
PS! When you add annotations through the taskboard view, then you can only use pinpoints. For further annotation types please do open the drawing and use annotation tools from the upper menu.